EventPro Planner Manual

Add Venue Locations to an Event

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Add Venue Locations to an Event

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Add Venue Locations to an Event

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How Did These Venue Locations Get Here?

To review how you may have already added venue locations to this event, see:

•Chapter 3: Companies/Contacts, Company Venues and Hotels: Venue Locations
•Chapter 5: Set Up an Event, Organization Setup: Venues/Hotels/Suppliers: Add Location, Setup Types, Features and Room Types.

Adding Venue Locations

1.In the event you want to organize, click on the Organization tab.

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2.If this is a multiple-day event, go to the applicable day, using the date drop-down list or the horizontal arrows.
3.There are several different ways of adding a venue location to an event, using either the Calendar View or the Detail View:
Click to expand/collapse textCalendar View Option
•In the left column, click the Locations button. Select a venue Location and drag and drop the venue location onto the calendar in the time slot you want to book. You will be able to edit the times later, if required.

OR

•Right-click anywhere in the blank calendar grid and select New Location.

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OR

•In the left column, click on the Location you want to use to highlight it.  In the calendar grid, click on the cell representing the beginning of the time slot you want to use.  Holding down the mouse button, drag the pointer to highlight the amount of time you want for the location.  Release the mouse button.

OR

•Click the Calendar Tasks button and click New Location.
Click to expand/collapse textDetail View Option
•To the right of the Venue Locations grid at the top of the tab, click the New button.

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4.Regardless of which option you chose to use, the Event Location [New] window appears.
5.Fill in the fields under Item, and under the three tabs below: Required, Notes and User Fields.
Click to expand/collapse textItem

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1.Under Item, confirm that the Venue Name and Location Name are correct or select a new venue or location, if required.
2.To select a different venue, use the Venue Name drop-down list.
3.To choose a different location or to create or edit a location, click on the ellipsis to the right of the Location Name field.  In the Select Venue Location window, you can select, create or edit a location.  When you have selected the appropriate location, click OK.
Click to expand/collapse textRequired

The Required From and To fields will default to the time slot you selected in the calendar.  Edit the times as necessary.
Click to expand/collapse textNotes

Enter any additional notes about the event location under the Notes tab.
Click to expand/collapse textUser Fields

If you created user fields for Event Organization Location, they will appear under the User Fields tab.  Enter any required information.

To learn more about user fields, see Chapter 17: User Fields, User Fields Overview.
6.When you have entered all the information you need, click Save.
7.In the Calendar View, the location will be displayed as a highlighted yellow section on the calendar between the designated booking times. To select which venue locations appear on the calendar, and the order in which  they appear, review the instructions under Calendar View: Locations above.

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8.In the Detail View, the venue location will appear in the top selection grid.

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9.You can add multiple venue locations to each day of an event.  Continue to drag and drop locations onto your calendar or add venue locations to the detail view as you need them. Your calendar will be divided into multiple scheduling columns, one column for each booked location. If a location is booked for two separate time slots in one day, e.g. 10:00 AM to 12:00 PM, and 2:00 PM to 5:00 PM, the calendar will still only display one column for the location, with the booked times highlighted in yellow.

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