Spaces (Meeting Rooms)

Navigate to Home > Event Administration > Spaces > Spaces

Accessing and Creating Spaces

The Spaces screen displays a list of all existing spaces available for use with an event.

To create a new space:

1. Navigate to the Spaces screen.

2. Click the blue Add New button in the top-right corner to begin creating a new space.

Step 1: Enter Basic Information for the Space

When the Add a Space screen appears, begin by completing the Basic Data section. This step sets up the foundational details for the space or meeting room in EventKey.

🔹 Space Name

Enter the name of the space (e.g., Salon 5). This will be the label visible to users when assigning or reserving rooms.

🔹 Space Code

Provide a unique identifier for the space (e.g., SAL5). This code is used internally for system mapping and reporting.

🔹 Maximum Capacity

Enter the maximum number of attendees the space can accommodate.

🔹 Minimum Capacity

Enter the minimum number of attendees required to book the space. If no minimum is needed, enter 1.

🔹 Floor

If the space spans multiple floors, enter the number of floors; otherwise, enter 1.

🔹 Display Order

Enter a number to define the position this space appears in EventKey dashboards. Lower numbers display first.

🔹 Shared Availability

Toggle ON if the space can be used by multiple events at the same time (e.g., foyers, shared lounges, food halls).

🔹 Mark Space Dirty on Event End

Toggle ON to automatically mark the space as “Dirty” at the conclusion of an event, signaling it needs cleaning before reuse.

🔹 Available for Activities

Leave this toggle OFF. This field is not currently used.

🔹 Phone Number

If the space has a dedicated phone line, enter the number. Otherwise, leave this field blank.

🔹 Space Type

Select the Space Type that this space should be associated with. Space Types link meeting rooms to Event Types (e.g., Large Banquet, Small Meeting).

🔹 Charge Type

Select the Charge Type (transaction code) that determines how revenue from this space is recorded and reported.

🔹 Folio Type (Not Used)

Leave this field blank. It is not currently active in EventKey.

🔹 Room Number (Not Used)

Leave this field blank.

🔹 Linked Spaces

If this space is a combined room made up of two or more other rooms, select those rooms here.

Example: If Ballroom C is created by combining Room A and Room B, then link Room A and Room B in this field.

If no room combination is needed, leave this field blank.

🔹 Add a Description

Enter a description which describes the meeting room. Think of this as a selling description.

Once all required fields are completed, click the blue “Next” button to continue to the next step in the setup process.

Step 2: Set Working Hours for the Space

In this step, you will define the daily availability of the space by setting working hours for each day of the week.

🔹 Enable or Disable Days of the Week

By default, all days are enabled for availability.

• If the space should not be available for rental on a specific day (e.g., Sunday), toggle the switch OFF for that day.

• When a day is toggled OFF, no events can be scheduled for that space on that day.

🔹 Define Operating Hours

For each day the space is available, you must define the opening and closing hours.

✅ Example:
If you set Sunday hours from 7:00 AM to 11:00 PM, the system will block event creation for that day outside of those hours (e.g., between 12:00 AM–6:59 AM and after 11:00 PM).

🔹 24-Hour Availability

If your property allows the space to be booked at any time of the day, simply check the 24 Hours box for each applicable day. This will automatically set availability from 12:00 AM to 11:59 PM.

💡 Tip: Most properties choose 24-hour availability to avoid time-based booking restrictions.

Once all required fields are completed, click the blue “Next” button to continue to the next step in the setup process.

Step 3: Assign Price Plans to the Space

In this step, you will select the Price Plans that can be applied to the space.
Think of a Price Plan as the equivalent of a rate code for meeting spaces or event rooms.

🔹 Viewing Available Price Plans

The screen will display a list of all existing price plans configured for your property.

🔹 Assigning Price Plans

• If the space should only be used with specific price plans, check the boxes next to the applicable plans.

• If the space is allowed to be used with all price plans, simply click the Select All checkbox at the top of the list.

💡 Note: Associating the correct price plans ensures accurate billing and availability during event creation.

Once you’ve made your selections, click the blue “Next” button to continue to the final step of the setup process.

Step 4: Configure Space Dimensions (Optional)

In this step, you can enter detailed information about the space’s dimensions and attributes.
Note: While this step is not required, completing it provides valuable data that helps your sales team answer client questions in EventKey and allows for better filtering when searching for suitable spaces during the booking process.

If you prefer not to enter this information, scroll to the bottom and click the blue Save button to continue.

Space Configuration Fields

• Setup Time (minutes):
  Enter the default amount of time required to set up the room for an event.
  Note: This can be customized for individual events.

• Teardown Time (minutes):
  Enter the default time needed to tear down the room after an event.
  Note: This can also be adjusted per event.

• Space Length:
  Enter the length of the room (in feet or meters, depending on your system settings).

• Space Width:
  Enter the width of the room.

• Space Area:
  Enter the total area of the room.

• Number of Moveable Walls:
  If the space includes removable or moveable walls, enter the total number here.

• Minimum Ceiling Height:
  Enter the lowest ceiling height within the space.

• Maximum Ceiling Height:
  Enter the highest ceiling height within the space.

• Minimum Door Width:
  Enter the narrowest door width available in the room.

• Maximum Door Width:
  Enter the widest door width available in the room.

• Space Attributes:
  List any specific features or equipment available in the space (e.g., projector, dry erase board, built-in sound system).

Once you have completed all applicable fields, click the blue Save button at the bottom of the screen to proceed.

Confirmation

After saving, you will be returned to the Spaces listing screen.
Your newly created space will now appear in the list.

⚠️ Important:
Your new space will now appear in the EventKey user interface and will be available for selection on the Sub Event screen.

However, you must set a price for the new space before it can be reserved. To do this, you'll need to update the space pricing settings.