Spaces (Meeting Rooms) | HotelKey Knowledge Base

Spaces (Meeting Rooms): Configuration & Best Practices

Parent Hub: EventKey Administration (Backend Setup)

Category: 🚪 Spaces (Meeting Rooms)

Target Roles: Event Managers, Sales Teams, System Administrators

Last Updated: 2026-09-23

Executive Overview

In EventKey, a Space refers to any physical area within the property that can be reserved or assigned for hosting events—such as meeting rooms, ballrooms, boardrooms, or banquet halls. Each space is configured with specific operational attributes (capacity, setup styles, working hours, and dimensions) and mapped directly to Space Types and Price Plans. Proper setup and management of spaces in EventKey is essential for maximizing revenue, avoiding booking conflicts, and delivering a seamless planning experience for staff and clients.

Configuration Prerequisites

Before creating a Space, the following foundational items must be set up to ensure proper system functionality:

Space Type: Serves as the link between individual event spaces (such as meeting rooms or ballrooms) and Event Types (such as weddings, meetings, or conferences).
Charge Type: Determines the specific transaction code where space revenue is recorded for reporting purposes.
Price Plans: Defines the rate structures associated with each space when booking.

Configuration Guide: Creating a Space

System Navigation Path

Home > Event Administration > Spaces > Spaces

Step	Action	Platform Guidance & Operational Details
Access Directory	Navigate to the Spaces screen under Event Administration.	Displays a master list of all existing spaces configured for your venue.
Initiate Setup	Click + Add New in the top-right header.	Opens the Add a Space setup screen.
Step 1: Basic Data	Complete all core identification, capacity, and system mapping fields.	Configure foundational details, system links, and operational toggles (see complete field breakdown below). Click Next when complete.
Step 2: Working Hours	Define daily availability by setting opening and closing hours for each day.	Toggle days OFF to block scheduling (e.g., closed Sundays). Check 24 Hours for full availability (12:00 AM–11:59 PM). Click Next.
Step 3: Price Plans	Select applicable rate plans for the space.	Check individual plans or click Select All to allow all price plans. Ensures accurate billing during booking. Click Next.
Step 4: Dimensions	(Optional) Enter setup/teardown times, physical measurements, structural attributes, and room features.	Provides valuable data for sales team inquiries and booking filters. Scroll to bottom and click Save.
Step 5: Space Images	Click + Add Image in add image box.	Will trigger a pop-up modal displaying rich space details alongside room imagery in Event Management.
Finalize and Deploy	Review master listing.	Returns to the Spaces screen with the newly created space immediately listed and available for selection on the Sub Event screen.

📷 VISUAL CALLOUT:

Space (Meeting Room) Walkthrough

Detailed Configuration Field Breakdown (Step 1, Step 4 & Step 5)

Step 1: Basic Data Fields

Space Name: Visible label used when assigning or reserving rooms (e.g., "Salon 5").
Space Code: Unique internal identifier used for system mapping and reporting (e.g., "SAL5").
Maximum Capacity: Maximum number of attendees the space can accommodate.
Minimum Capacity: Minimum number of attendees required to book (enter 1 if no minimum is needed).
Floor: Number of floors spanned (enter 1 unless multi-floor).
Display Order: Defines the position order in EventKey dashboards (lower numbers display first).
Shared Availability Toggle: Toggle ON if the space can be used by multiple events simultaneously (e.g., foyers, shared lounges, food halls).
Mark Space Dirty on Event End Toggle: Toggle ON to automatically mark space as "Dirty" upon event conclusion to signal cleaning required.
Available for Activities Toggle: Leave OFF (field not currently used).
Phone Number: Enter dedicated phone line if applicable; otherwise leave blank.
Space Type: Select associated Space Type to link room to Event Types (e.g., Large Banquet, Small Meeting).
Charge Type: Select transaction code determining revenue reporting.
Folio Type & Room Number: Leave blank (not currently active in EventKey).
Linked Spaces: If creating a combined room (e.g., Ballroom C = Room A + Room B), select the component rooms here.
Add a Description: Enter selling description describing the meeting room.

Step 4: Dimensions & Attribute Fields (Optional)

Setup Time (minutes): Default minutes required for room setup (customizable per event).
Teardown Time (minutes): Default minutes required for room teardown (customizable per event).
Space Length / Width / Area: Room dimensions and total square footage/meters.
Number of Moveable Walls: Total count of removable/moveable walls.
Min / Max Ceiling Height: Lowest and highest ceiling points within the space.
Min / Max Door Width: Narrowest and widest entryways available.
Space Attributes: List features/equipment (e.g., projector, dry erase board, built-in sound system).

Step 5: Space Image (Optional)

Add Image: Room imagery for the space.

UI Visibility & System Integration

Once created, Spaces surface across core operational modules:

EventKey Dashboard View: Featured in the left sidebar with live housekeeping and room readiness statuses.
Availabilities View: Visualized on day and week availability grid schedules.
Sub Event Creation Flow: Selectable under the Sub Events tab when booking active reservations.

📷 VISUAL CALLOUT:

(Left) Spaces sidebar list on the main EventKey Dashboard; (Right) Space selection list during Sub Event creation.

Sub Event Spaces.png — Sub Event Space Selection

Next Steps: Required Space Pricing Setup

⚠️ Mandatory Action: Creating a Space allows it to appear in the UI, but it cannot be reserved until a price is assigned.

After creating a new Space, navigate to Pricing > Space Pricing and assign a price to the space using the rate plan configured in Step 3. For full instructions, refer to the Space Pricing KBA under the Pricing Menu.