Session Locations

Session Locations refer to physical spaces used to host sessions where attendees gather.

Location is a physical space used for attendees to gather during a session.

Session Locations are the process of creating and associating physical spaces with sessions.

Locations can be meeting rooms, halls, tables, or any spaces used during the event.

At the start of registrations, the exact room for a session may be unknown.

In these cases, use placeholders like "Room 1", "Room 2", or several TBD rooms with different Location Codes.

Update the correct names once you have your event space list.

With the release of 8.0, Locations are no longer required to schedule and publish a session.

Audience for Session Locations: This article is intended for event organizers using the Certain platform.

How to Create a Location

Navigate to Manage > Speakers & Sessions > Location.
Click Add New to see an Add Location Pop Up.
Enter in all required fields.
If using a placeholder like TBD, ensure each location has a unique code such as Room 1 or Room 2.
When you set 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, you will receive an alert.
Venues created will be saved for the Event.
The next time you create a location, you will see the populated list in the dropdown.
Click Save.

Navigate to Manage > Speakers & Sessions > Location.
Select Import.
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.
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.
Save your list.
Select the Import button in Platform, click Next, and Upload your list (.xls, .xlsx, or .csv).
Map the fields from your imported spreadsheet to the fields in Certain.
This should be automatic if you have not changed the names of the columns.
Import and Refresh.
The Session Locations should import almost instantly unless it is a large number of Locations.
You will receive an email once the import is complete.

Note: The article includes a visual sample of a Locations list showing example entries such as Hall A, Room 309, Room 310, etc.