Adding & managing meeting locations
Meeting locations can be rooms or tables for 1x1 meetings, or spaces for companies/exhibitors. Here’s how to add locations to MeetMax, so you can start assigning and scheduling.
In this article:
- Where is it?
- Adding a location
- Editing a location
- Setting blackout times for a location
- Checking location availability
- Reserving a location manually
Where is it?
You’ll access your meeting locations from the Meetings tab:
Adding a location
| If you need to add many locations at once, you can import them as a list. |
- Step 1. Head to the Meetings tab. Choose Meeting Location, then Add Location:
- Step 2. On the Add Meeting Location form, choose the Type of location you’re adding:
- Need a type of location that’s not on this menu? Choose Other, and enter your type:
- Step 3. Give the location a Name. You can update it any time:
- Step 4. The Category field is optional, for any classifications you need for your locations.
- You might have Small, Medium, and Large meeting rooms, for example. Or, Single and Double booths:
- Step 5. The Capacity and Priority fields relate to 1x1 meeting scheduling.
- • Capacity sets the number of simultaneous meetings that can happen in this space. A Table might have a capacity of 1 meeting. A Room might accommodate 2 or 3 meetings at once.
- • Priority is optional. If you plan to use automated meeting scheduling, this setting designates which locations are scheduled first:
- Step 6. The Assignment field also relates to 1x1 meeting scheduling.
- • Open (default): Open locations are your general pool of meeting locations.
- • Reservable: These locations can be reserved for individual Companies or Attendees to use.
- • Private: These locations aren’t part of your inventory. Only an Admin can assign meetings to a Private room.
- Step 7. Click Save.
Editing a location
Once you’ve saved your first location, you'll see Meeting Location menu options.
To edit any location, head to the Locations page:
In the Action menu, choose Edit:
That takes you back to the location settings, where you can make any changes you need.
Setting blackout times for a location
In MeetMax, “Blackout Times” or “Blackouts” are times when a location isn't available. You can set blackout times for any location.
| We're assuming here that you've already created time slots for your event. |
- Step 1. Head to the Meetings tab. Choose Meeting Location, then Locations:
- Step 2. Find the location you want to set blackout times for. Use the Action menu to choose Blackouts:
- Step 3. Click the check boxes for any times you want this location to be unavailable. Then click Save:
Checking location availability
Need to see what time slots are still available for a meeting location?
- Step 1. Head to the Locations page:
- Step 2. Find the location you need to check. Then use the Action menu to choose Availability Report:
- Step 3. A pop-up will appear. Choose the date you need to see availability for, and click View:
- Step 4. You’ll now see a report of this location’s available time slots:
Reserving a location manually
You can reserve a meeting location for any Company. Learn more about location reservations here.
