For sessions where attendees gather at a physical location, Certain recommends creating and associating a Location. These Locations can be the meeting rooms, halls, tables, or any spaces you will want to direct Attendees to during the event. At the start of taking registrations, you may not know or have assigned the physical room for the session. In these cases, Certain recommends using placeholders like “Room 1”, “Room 2”, or several TBD rooms with different Location Codes. The event team should then update the correct names once the event space list is available.
> Note: With the release of 8.0, Locations are no longer required in order to schedule and publish a session.
How to Create a Location:
1. Navigate to Manage > Speakers & Sessions > Location.
2. Click Add New and you will see an Add Location Pop Up.
3. Enter in all required fields.
Please Note: If using a placeholder like TBD, each location will need a unique code like “Room 1”, “Room 2”, etc.- When setting the capacity, remember that this number is the Capacity for the Room and not the Session.
- When scheduling a session with a higher capacity than the room's capacity, Certain will display an alert saying so!
- Venues created will be saved for the Event.
- After creating a venue, the next time you create a location, the populated list will appear in the dropdown.
4. Click Save.
How to Import Locations:
1. Navigate to Manage > Speakers & Sessions > Location.
2. Select Import.
3. On the first screen of the wizard, select Download a sample Template for your Reference OR Download existing locations to modify content links in order to get the correct template to use for the import.
4. Create your new Locations by filling out the fields on the Excel Spreadsheet.
If Updating Current Locations - Please note: Do not change the code.If you change the code, this will create a new location, creating duplicates.
5. Save your list.
6. Select the Import button in Platform, click Next, and Upload your list (.xsl,.xslx, or.csv).
7. Map the fields from your imported spreadsheet to the fields in Certain.
Field mapping should be automatic if the names of the columns were not changed.
8. Import and Refresh.
The Session Locations should import almost instantly unless the import is a large number of Locations. Certain sends an email once the import is complete.
Locations (example import table)
| Name | Capacity | Venue | Location Type | Location Code |
|---|---:|---|---|---|
| Hall A | 5000 | Primary Venue | Meeting Hall | Hall A |
| Room 309 | 150 | Primary Venue | Breakout Session | Room 309 |
| Room 310 | 150 | Primary Venue | Breakout Session | Room 310 |
| Room 311 | 150 | Primary Venue | Breakout Session | Room 311 |
| Room 312 | 150 | Primary Venue | Breakout Session | Room 312 |
| Room 313 | 500 | Primary Venue | Conference Hall | Room 313 |
| Room 314 | 150 | Primary Venue | Breakout Session | Room 314 |
| Room 315 | 150 | Primary Venue | Breakout Session | Room 315 |
| Room 316 | 500 | Primary Venue | Conference Hall | Room 316 |
| Room 317 | 150 | Primary Venue | Breakout Session | Room 317 |
| Room 318 | 150 | Primary Venue | Breakout Session | Room 318 |
| Room 319 | 150 | Primary Venue | Breakout Session | Room 319 |
| Table 1 | 6 | Appointment Hall | Table | Table 1 |
| Table 2 | 6 | Appointment Hall | Table | Table 2 |
| Table 3 | 6 | Appointment Hall | Table | Table 3 |
| Table 4 | 6 | Appointment Hall | Table | Table 4 |