Creating and getting the most out of event locations

In Univents, event locations are the venues you plan and market. You set them up once, maintain capacity, address, photos, and tags, and then see all linked events, the utilization, and the next dates for each location at a glance.

Opening locations and creating new ones

You'll find this area in the main navigation under Locations. At the top you'll see the heading Locations with the note "Map, utilization, and operations in one view." Below it, you switch between the views using the Map, Locations, Groups, Utilization, and Schedule tabs. When you open the area, the Locations tab is active.

1. Click New Location in the top right. A centered form opens.
2. Fill in the fields in the General information section and add address, color, and images as needed.
3. Click Create at the bottom to save the location. For an existing location, the button is labeled Save.

A location you've created appears immediately in the list on the Locations tab. Using the search field in the top right (keyboard shortcut ⌘K), you can quickly jump to a specific location, a group, an action, or a view.

Maintaining general information

In the General information section, you define how the location appears internally and on the booking page.

• Name: Required field. Shown in the list, in the calendar, and on the booking page. Phrase it clearly and recognizably.
• Capacity (people): Maximum number of guests, for example "200." Helps you and your customers gauge the location correctly.
• Parallel events: How many events may overlap in this particular room. Leave the field empty and your booking page setting still applies. Enter a number and it applies everywhere: the booking page calendar, the venue picker for the chosen date, the check when a request is submitted, and the availability check. Example: the main hall takes two parallel events, the side room only one.

Schedule items occupy a room too. When a programme item in a schedule carries a room plus its own start and end time, that room counts as occupied for that window — just like an event or an open request. If the item has only a start time, the room counts as occupied at exactly that moment. Items of cancelled events do not count.

• Area (sqm): Optional square-meter value, for example "400."
• Description: Free text that makes the location tangible for customers. Describe which events it suits and what makes it special.
• Tags: Keywords that you type and add with Enter. On the Locations tab, you can later filter by these tags.

Using the language selector under Languages, you can additionally maintain the Name and Description in other languages, in case you use multilingual booking pages.

Linking default tasks and products automatically

In the Tasks on booking section, choose one of your task-list templates under Default task list. When this location is assigned to an event, the tasks from this template are created on the event automatically — once per event. Leaving it on None — don't create tasks automatically means nothing happens automatically.

In the Products / services section, under Linked products, you link products to this location — and for each selected product you set whether it's Required or Available:

• Required is booked automatically as a venue line item as soon as the location is assigned to an event — you don't need to add anything manually.
• Available is not booked automatically when the location is chosen. It's offered as an option that you (or, on the booking page, your customer) add yourself when needed.

Either way, the price follows the product's own billing model (per hour, per piece, …).

Adding address, color, and photos

Under the Address section, you type the address into the address field. The suggestions automatically complete street, postal code, city, and country and store the geocoordinates, so the location later appears with a pin on the Map tab and in the map preview of the detail view.

In the Color section, you choose a color from the color swatches. It marks the location in the list, on the map, and in the calendar. Use Clear to remove the selection again.

In the Images section, you upload photos using the Add image area (a maximum of 12, each up to 5 MB). Use the star icon to mark a Hero image, which appears as the cover image on the booking page and in the list thumbnail. Use the X icon to remove an image again.

The first time you save the location, Univents unlocks two more sections: Floor plans and Files. Until then, the form shows the note "Save the location first — then you can add floor plans and upload files."

In the Floor plans section, you create scaled seating-plan templates for this location — the same tables/chairs/capacity logic as the Floor Plan tab of an event (see Whiteboard & Seating Plan in an Event). When you later create an event with this location, you pull one of these templates straight into the event's floor plan via From location template.

In the Files section, you upload any file type for this location (Upload file (any type), up to 50 MB each). Use Download to download a file again, and Delete to remove it (with a confirmation prompt).

Assigning events and using the detail view

When you select a location on the left in the Locations tab, the detail view opens on the right with a cover image, address, and a metrics bar (Utilization, Events, Capacity, Rooms).

1. Click Event here to create a new event for this location directly.
2. In the Upcoming events area, you see the upcoming dates. Via View all, you jump to this location's filtered event list.
3. Under Quick actions, you reach Event (new event), Block (manage blocked days), and Calendar (all events here).
4. With Open route, you open the location's address in Google Maps in a new tab.

If a location belongs to a group, that's shown under Member of groups. To edit, click Edit location in the detail view.

Bundling locations and seeing utilization

On the Groups tab, you combine several venues into one bundle, for example to market several rooms together.

1. Switch to the Groups tab and click New Group.
2. Under General information, give it a Name and optionally a Description.
3. In the Bundle options section, enable "Show on booking page as its own bundle" if needed and optionally enter a Bundle price (net, optional). If the field stays empty, the sum of the individual locations applies.
4. In the Link venues section, you select the associated locations and save with Create.

On the Utilization tab, you see a yearly grid of booked days for each location. This lets you tell at a glance which venues are heavily booked and where capacity is still free.

Viewing occupancy as a schedule

On the Schedule tab, you see the bookings of all your locations as a calendar, with one location per row. Use the view switcher to move between Day, Week, and Month; use Previous, Today, and Next to navigate through time. If you haven't created a location yet, a note points that out; if there are no bookings in the selected range, Univents shows that too.

Deleting a location

If you no longer need a location — because it was created twice by mistake, for example — open it for editing and click Delete at the bottom left. After a confirmation the location disappears from the overview, the map, the utilization view and every picker.

Events already scheduled at that location keep their entry: the location is hidden, not removed from history. If a venue should only be unavailable for a while, the Suggest on public booking page switch is the better choice.

Tips

• Maintain a meaningful Description and good photos. A Hero image and clear text increase the booking chances on the booking page.
• Use Tags consistently so the tag filter on the Locations tab is genuinely helpful.
• Enter the address via the suggestions, not by hand. Only then does the location appear with a pin on the Map tab.
• Check the Utilization tab regularly to specifically promote less-booked locations.