Events in several rooms: assign items to rooms

A conference often occupies several rooms at once: stage, LED wall and microphones in the main hall, a projector and flipchart in seminar room 1, the catering in the foyer. Univents handles this as follows: one event, several rooms, every item in its room. For each item you say in which room it is needed. The quote is grouped accordingly, and each setup team gets the list for its room.

Set the rooms on the event

You enter the rooms on the event: when creating it, in the Date & venue step under Additional rooms, or later when editing. All rooms you enter are reserved for the whole duration of the event. The first room is the main room.

The room selection on items only appears once the event has at least two rooms. For an event with one room, nothing new shows up.

Set the room on an item

1. Open the event's quote. The document must be a draft.
2. Below each item name, next to Category, is the Room selection. Pick the room, e.g. Seminar room 1.
3. Whole event means: no specific room. This is how every item stands until you select something — suitable for staff or flat fees, for example.

Several items at once: Tick the items with the checkbox on the left. In the bar above, pick the room for all ticked items under Assign room … — this is also how you set a whole section in one step.

Components of a package always stay in the room of their package and have no selection of their own.

The same goods in two rooms: If you need 5 flipcharts in the hall and 6 in seminar room 1, create two items — one per room.

Room rental: Mandatory products of a location (e.g. the room rental) that Univents books automatically when you add the room carry that room right away.

What happens to bookings and other documents

The room belongs to the event’s item, not just to this one document. If you set it in the quote, it also appears in the Bookings and in the other drafts of the event (e.g. delivery note). Documents that were sent or completed stay unchanged.

Group the PDF by room

In the quote, turn on Group by room under PDF settings. The PDF then shows one table per room, in the order of the rooms on the event, with the room name as heading and a subtotal. Items without a room come last under Whole event. Rooms without items do not appear. The grand total and the VAT do not change.

The switch is mutually exclusive with Sort tables by delivery notes and with sorting by sections — only one grouping applies at a time. It works with HTML layouts, not with Word layouts.

Room in the bookings

In the Bookings tab, the Positions view shows the Room column for events with several rooms. When you create or edit a booking item, you choose the room right in the dialog. You set ticked items together with Assign room in the bar above the list.

Setup list per room

In the Material view of the bookings there is a Room filter. Choose one or more rooms — also Whole event for everything without a room. The view then shows only what belongs in those rooms.

If you print the production list from there, it contains exactly the filtered rooms, and its header names them, e.g. “Room: Seminar room 1”. This gives the person setting up the seminar room their own list. The room filter can be combined with the delivery note and tag filters.

Copies and new versions

• New quote version: The room of each item is kept.
• Adopting items from another document: The room comes along.
• Removing a room from the event: If you take a room off the event, its items stand under Whole event everywhere.
• Copy event: The event’s rooms and the room of each item come along.

What does not exist

• A separate time for each room. All rooms are reserved for the whole event. If a seminar room only runs in the afternoon, create a schedule item with room and time in the Schedule.
• Splitting one item across several rooms. Create a separate item per room instead.
• Stock per building (e.g. 25 pinboards in one building, 20 in another) and the packing list in the staff portal by room. For the setup teams, use the production list per room.