In this article:

• Where is it?
• When is it helpful to reserve locations?
• Things to do before reserving locations
• Reserving a location for one participant
• Reserving a location for multiple participants
• Updating a reservation
• Removing a reservation

Where is it?

You’ll create and manage reservations from the Locations List:

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When is it helpful to reserve meeting locations?

It’s not necessary to reserve meeting locations. MeetMax is also great at assigning meetings to the best available location, taking blackout times and availability into account.

For some meeting programs, however, reservations make a big difference:

• If you have an Unmoderated meeting program, Attendees schedule their own meetings. You might have some key Attendees who'd appreciate having a reserved meeting location. There will always be cancellations and rescheduling, but when there’s a reserved location, everything automatically stays in the same location.
• In a Moderated meeting program, you might have one or more Companies who are major participants in your event, and need dedicated meeting locations.
• You might have multiple industries or disciplines involved in your event, and you want to keep similar types of meetings in the same locations.

MeetMax can also automate meeting room assignments for you. We recommend pairing these tools with reserved meeting locations, to keep your meetings program organized.

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Things to do before reserving locations

Have you taken all these steps? They’re needed before you start reserving.

• Make sure you’ve configured the meeting time slots for your event
• Add or import your meeting locations to MeetMax. Make sure they’re set as Reservable.
• Add any blackout times needed for each location.
• Make sure you know the capacity of each location - how many concurrent meetings it allows.

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Reserving a location for one participant

MeetMax has two methods for creating a reservation for a single participant.

Option 1: Reserving from the Attendee or Company view

If you need to reserve each of your locations for a single participant, for all event days, this is a quick method. Once you’ve added all your locations to MeetMax, this is a great next step.

Step 1. We’ll use the Company List here, but you can do this same process from the Attendee List if you need to reserve a location for an Attendee.

Head to the Company List page:

Step 2. Filter the list to locate a company you need to reserve a location for. Then use the Action menu to choose Reserve Meeting Location:

Step 3. You’ll now see a view of your meeting locations. The available ones are in black, and the already-scheduled ones are in red.

Click the + button for the location you want to reserve. This creates a reservation for all event days and all time slots:

You can click more than one location here, and reserve them all for this company.

Step 4. Need to reserve a location for a different participant? Use the drop down menu at the top to choose one. Alternatively, you can use the Next button to jump to the next participant on your list:

You can remove a reservation any time by clicking the X, as shown above./td>

Option 2. Reserving from the Locations List

This option is great if you some participants sharing meeting locations, and others who need reservations for all days and times.

Step 1. Head to the Meetings tab. Choose Meeting Location, then Locations:

Step 2. On the Locations List, find the location you need to reserve. Then use the Action menu to choose Reserve:

Step 3. Choose the All days option. Then start typing in the Company or Attendee name.

Choose the participant, then click Submit:

Step 4. Need to reserve a different location next? Use the drop down menu at the top of the page to jump to it:

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Reserving a location for multiple participants

Sometimes, you might want two Companies or two Attendees to share one location, with each participant using it in different time slots.

Step 1. Head to the Locations List and choose a location. Use the Action menu to choose Reserve:

Step 2. Choose the Time slots option.

Next, start typing the Company or Attendee name. MeetMax displays all of the time slots this location is available.

Step 3. Check the boxes for the time slots you want this participant to have the location.

Now, let’s assign the other time slots to a different participant. Click Add another, then repeat this process:

Step 4. When you’ve chosen time slots for both participants, the reservation looks like this. Click Submit to save:

Variation for a location with more capacity

Here’s another location that’s reserved for two participants to share. But in this case, they both have the room reserved for all time slots:

We can do this because the location’s Capacity is set to 2, meaning two concurrent meetings can happen here any time.

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Updating a reservation

You can change a location reservation at any time. If you scheduled any meetings before this change, they’ll stay scheduled and assigned.

Step 1. Head to the Locations List. Find the location you need to update. Use the Action menu to choose Reserve:

Step 2. You’ll see the existing reservation for this location. Make any changes you like, and click Submit.

In this example, we’ll take an All days reservation for one Company, and change it to a shared reservation with specific time slots:

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Removing a reservation

Need to remove a reservation? Click the X next to any Company name:

Step 1. We’ll use the Company List here, but you can do this same process from the Attendee List if you need to reserve a location for an Attendee.

Head to the Company List page:

Step 2. Filter the list to locate a company you need to reserve a location for. Then use the Action menu to choose Reserve Meeting Location:

Step 3. You’ll now see a view of your meeting locations. The available ones are in black, and the already-scheduled ones are in red.

Click the + button for the location you want to reserve. This creates a reservation for all event days and all time slots:

You can click more than one location here, and reserve them all for this company

Step 4. Need to reserve a location for a different Company? Use the drop down menu at the top to choose one. Alternatively, you can use the Next button to jump to the next Company on your list: