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Events: Add and manage event locations

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Locations are the actual places at each campus/branch where an event will be held. This could be a place like an auditorium, conference room, classroom, children's room, etc. The great thing about locations is that LibCal will check to see if a location is already in use when scheduling an event, preventing you from making double bookings.

We recommend setting up your locations before you start creating calendars. That way, your event organizers will have a place to schedule their events so your patrons will know where to go.

The locations that you set up here should not be duplicates of your spaces from the Spaces module. These locations would be for places that are not also bookable in Spaces. However, Space locations that are available to be used as locations for events can also be managed centrally by Admins from the Event Management settings. 

Add new event locations

These are locations that can be set for an event (so event attendees know where it is), but are not available to be booked independently from an event. Thus, the locations set up in this area will not be tied to the Spaces module

  1. Go to Admin > Events from the command bar.
  2. Click on the Event Locations tab.
  3. Click the Add New Location button.
adding a new location, part 1
  1. In the Add New Location window, enter the location's name in the Name text field.
  2. Select a Status for your new location:
    • Active: the location will be listed when selecting an event's location.
    • Inactive: the location will not be listed when selecting an event's location.
  3. Map Image: you can upload an image of a map to go along with the location when it is used for events. It will be included on public event pages and linked to in registration confirmation and reminder emails.
    • Click on the Upload Image button to upload an image from your computer. Images uploaded using this method are not stored in your Image Manager library.
    • Click on the Launch Image Manager button to upload or select an image from your LibApps Image Manager libraries. This is recommended if you plan to reuse this image again later.
  4. Click the Save button.
The Add New Location window

Manage event locations

​For existing event locations, you can adjust their name, status, associated map image, or delete the locations from the Event Locations tab of the Event Management settings.

  1. Go to Admin > Events from the command bar.
  2. Click on the Event Locations tab to view a list of all existing event locations and their current status.
    1. To edit the Name, Status, or Map Image of the location, click on the Edit () icon in the Actions column. 
      • Active locations will be listed when selecting a location for an event.
      • Inactive locations will not be listed when selecting a location for an event. If you change a location from Active to Inactive, it will remain assigned to any existing events currently using it and their corresponding statistics.
    2. To delete a location, click on the Delete () icon in the Actions column.
      • If there are any events assigned to the location that was deleted, you will be prompted to transfer those events to another location or to set them as having 'No Location.'
Options under the Locations tab

Manage space locations

When selecting an Onsite location for an event, users are able to choose from the Event Locations created specifically for events or from any available Spaces module spaces. Admins are able to designate which spaces are available for use as an event location from the Space Locations tab of the Event Management settings or when editing an individual space's settings. The Space Locations tab allows you to easily select/unselect spaces across all of your Spaces & Equipment locations for availability to be booked through events.

  1. Go to  Admin > Events from the command bar.
  2. Click on the Space Locations tab to view a list of all existing Spaces & Equipment locations
  3. Click a location panel to view a list of spaces in the location grouped by category.
  4. Select the checkbox next to a space to make it available for use as an event location.
    1. Click the Toggle All link to quickly select/deselect all spaces within the location.
    2. Deselect the checkbox for a space to prevent it from being used as an event location.
  5. Click the Save Spaces button.
managign space locations available for use as event locations