Venues and Planning Calendar

Manage your meeting rooms and view your program schedule on a timeline.

This special feature is available only with certain software subscription plans. Not sure if your center qualifies? Ask your friendly support guru.

Configure meeting rooms

Configure a new venue at Venues > Add New.

View your venues at Venues > All Venues.

Assign meeting rooms to programs

Go to Programs > (choose a program to edit) > Advanced > Venues.

In the example below, we have chosen Meeting Room 3, Garden View Room and Oak View Room for the Come Alive program offered 23-28 September.

The program leader has requested access to Meeting Room 3 one day in advance of the program start date, and one day after the program end date for set-up and strike. Using the drop-down menu, we selected Custom dates and made the appropriate entries.

Venue assignment timeline view

Go to Venues > Venue Bookings.

 In the example below, today is September 15th, so that date column is highlighted. The rooms we assigned to the Come Alive program are shown in blue, the Room Booking Color we set at Programs > (choose a program to edit) > Information > Color.

Notice that the assignment of Meeting Room 3 begins one day before the program start date and extends one day after the end date, as we configured earlier in this example. The Garden View Room and Oak View Room are assigned only for the actual program dates. Again, as we configured earlier.

In the image, the Main Hall, Meeting Room 1, Meeting Room 2, and the Oak View Room appear in a light purple color with a dotted border. Hover the cursor over ESTIMATE - 2020 Moo adjacent to Main Hall, and pop-up shows us the name of a proposed rental - ESTIMATE - 2020 Moongazers Fall Retreat, the dates, participants (none so far), and the status of the rental, Quoted.

To navigate quickly to another month, hover the cursor over the grey boxes that display the appropriate year. The first letter of the month will appear highlighted as you move the cursor.

The border and opacity of programs listed on this timeline are determined by the Program (or Rental) status. Programs with a status of Confirmed are shown in a darker shade with a solid border, and programs that are not yet confirmed - Evaluating, for example - show in lighter shades with dotted borders.

Configure global settings for status options for programs and rentals at Reg Settings > Program > Program Status. See also, Status and Tasks.

Program timeline view

In addition to providing a convenient visual timeline of venue bookings, this view also serves as a handy program planning tool and offers a quick way to determine if meeting space is available for a rental request.

For example, your program planning team (or rentals team) can quickly see that late March is a busy time, but early April is available.

 


rg-favicon-32 Where and when should we meet?

We love to support you to do what you do best - delivering programs that impact lives. If you have questions or comments, please contact your friendly support guru.