In this help document we will explain how to update Conference Rooms within www.myeventschannel.com. 

Please note whether you have a basic or full listing with us you should have at lease one room added to your listing. If you have a full listing with us or use Instant Book we recommend uploading all rooms and filling out as much information as possible. 

TABLE OF CONTENTS

• How to access Conference Rooms 
• Adding a new conference room
• How to Edit Room Details and Capacities
• Deleting a Room
• Adding Conference Room Images

How to access Conference Rooms 

To update your conference room information, firstly log into www.myeventschannel.com and from the Dashboard select "Venue Profile" 

You will then be taken to the venue dashboard. Select from the "Conference Rooms" tab on the left hand side. 

This will take you to the conference rooms section where you can either add a new conference room or amend an existing conference room listing. 

Adding a new conference room

To add a new conference room select "Add Room". 

A new page will appear with various fields that must be completed. Please note that any fields that are marked with an asterisk are mandatory and therefore must be completed. 

Firstly enter the name of the room at the top.

You will then need to input the room hire price and VAT if this is applicable. 

The maximum capacity theatre style will also need to be entered. If you do not offer Theatre style do not worry as you will have the opportunity to add maximum capacities for your other room layout styles after you have added the room. 

You can select the floor level by clicking on the box and selecting an option from the drop-down menu. 

If your room has disabled access, click the box. 

Next select equipment for the room by clicking the "Choose one or more" drop down. Click on the equipment available from the drop-down menu. You can also type to search for the equipment that you have. 

If you do not have certain equipment in-house but can hire out equipment for specific events you should still add this. This is because when you fill out an enquiry you can add specific equipment in the charges section. 

Now, you must add a short description giving an overview of the room. 

If you use Instant Book, the room description entered within this section will be the room description visible when clients are using your widget to make a booking, so it's important that this has a good overview of the room details. 

Make sure that you click 'Add' once you have filled out all of the sections to ensure that it completes the process. 

How to Edit Room Details and Capacities

Now that the room is added, note that there is a red triable next to the room name. This is because there are some other details you are required to complete in order for the room to pull through to your enquiry responses. By completing the rest of the required details you will be able to allocate this room to your responses for every enquiry, which means you will not have to add these details manually for each enquiry and put your responses faster. 

To complete the required details and add more room capacities, click the pencil icon to the right of the room. 

After selecting the meeting room you wish to edit, you will be taken through to a new page where you can edit the details. 

The "Details", "Capacities", "Access" and "Equipment & Features" tab all contain fields marked with an asterisk (*) that are required to be completed if you want the room to pull through to your enquiry responses. 

Details Tab

The measurements for the room will need to be entered; Width, Length, Area, Ceiling Height Minimum and Maximum. If you are unsure you can move on to the next tab however, dimensions will need to be completed if you want to amend any other details such as floor level, hire cost or descriptions in order to save the page. 

Capacities Tab

To add more room layouts and capacities, click on the 'Capacities' tab.

You can then add the max capacities for different layouts, if you do not offer theatre style you can amend this 0. Ensure you click save once you have completed your changes. 

Access

If you have selected "Yes" for if the venue has disabled access you should select "Yes" or "No" if the venue has pillars. 

Then input the door height and width to the room. 

You can also input the elevator dimensions if you have one. If you do not have an elevator you can leave this as 0.

Equipment & Features Tab

You must add in a description and answer "Yes" or "N" for the sections of equipment: Air Conditioning, PA System, Natural Daylight, Three-Phase Power and Wi-Fi Connection. 

Once done you will see more equipment options that are optional to complete but we do recommend adding all equipment you have available. 

Deleting a Room

To delete a conference room simply click the Bin icon on the right of the room. 

You will be asked if you are sure you want to delete the room, click "Confirm Removal" to continue or "Cancel" if you wish to keep the room. 

Adding Conference Room Images

To add meeting room images, select "Images" from the menu on the left-hand side. 

You have the ability to add up to 10 images per meeting room. These should be high-resolution images and each photo should also have a description. 

On the "Images" tab the front page shows all the images that have already been loaded onto your venue listing. To add new images click "Upload" at the top of the page. 

Then select "Add files" and locate the images on your computer. 

After selecting the image(s), click "Upload".

Select "Manage Existing Images" to see all of the images loaded for your venue and to return to the main images page.

Any image with an exclamation mark will need further attention. If you hover over the image it will let you know what needs to be done to the image. 

If the image needs a description you will need to click on the image and then add a description in the required field. 

From the main image page, you are able to drag and drop images into the correct conference room. Please note, you will not be able to add images to folders if they do not have a description. 

You can then select a meeting room folder on the right to see which images are within that category. The first image in the folder will appear as the main image for that meeting room on the Instant Book widget.