How to plan your room strategy for different event types
How to plan your room strategy for different event types
Plan Your Room Strategy for Different Event Types
The Rooms Menu in Cadence allows you to create a tailored room strategy based on your specific event type. Through the Rooms Menu › Settings section, you can configure room organization, capacity settings, and booking rules that align with the unique requirements of conferences, training sessions, product launches, or internal meetings, ensuring optimal space utilization.
When to use
When planning room configurations for different event formats
When organizing spaces for various meeting purposes
When determining which rooms should be available for appointments vs. schedule items
When creating a consistent room management approach across similar events
Before you start
You must have System Administrator or Event Manager permissions to configure room settings. Room configurations should be planned before adding schedule items or enabling appointment booking.
How to do it
Log in to your Cadence Admin account.
Navigate to your event dashboard.
Click on "Event Setup" in the left sidebar menu.
Select "Rooms" from the dropdown menu.
Click the "Settings" tab at the top of the page.
Determine your room organization strategy based on your event type:
For conferences: Group rooms by building or floor
For training sessions: Organize by capacity or equipment
For product launches: Arrange by product line or demo type
For internal meetings: Structure by department or function
Choose a sort order from the "Sort By" dropdown:
Alphabetical Order (default)
Custom Order
Select "Custom Order" if you want to manually arrange rooms in a specific sequence.
Custom ordering works best for conferences where you want to group rooms by location or for training events where you want to list rooms by size.
Use the drag handles (six dots) to reorder rooms when Custom Order is selected.
Click "Save" to apply your settings changes.
Return to the main Rooms list by clicking the "Rooms" tab.
Create room categories by using consistent naming conventions:
For conferences: "Building | Room Number | Floor"
For training: "Capacity | Room Name | Equipment"
For product demos: "Product Line | Room Name"
Consistent naming helps attendees and organizers quickly identify appropriate rooms.
Configure room capacities based on your event type's typical meeting sizes.
For appointment-focused events, ensure rooms have accurate capacity settings as this affects how many attendees can be added to meetings.
Set appointment configurations for rooms that should be available for scheduled meetings.
For conferences and trade shows, designate specific rooms for appointments while keeping others available for schedule items.
Review your room strategy to ensure it aligns with your event's specific needs.
Troubleshooting
If rooms aren't appearing in the schedule item selector, check if they have Appointment Configurations enabled, which makes them unavailable for schedule items.
If you can't save your custom room order, ensure you've clicked the "Save" button at the bottom of the Settings page.