How to Create Event Spaces

Creating spaces is a fundamental aspect of seamless venue and space management. With Timely, you can effortlessly create event spaces and connect them to their respective venues to enhance your venue and event organization. In this guide, we’ll walk you through the process of creating spaces within your Timely account.

1. Benefits of Creating Event Spaces

Creating event spaces within Timely venue management software brings several key benefits to your venue management process, including:

• Clear visual representation: Visualize your event spaces, helping event organizers better understand space details, such as room location, appearance, capacity, and layout options.
• Enhanced event management: Organize your events more effectively by linking them with their respective spaces, making it easier for everyone to find event location and directions.
• Online Space Bookings: Enable your audience to book your spaces for their events through an integrated online booking form, respecting each space’s availability and buffer time configuration.   

2. How to Create Event Spaces

Follow this steps to create event spaces:

1. Log in to your Timely account.
2. On the main navigation menu, click on Venues. Then, click on Spaces.
3. Click on the green “+Add Item” button at the top of the screen.

4. A new section will appear on the right side. 
5. There, you can input all the essential details, as follows:

2.1 Space Title

You can enter any text to be the title of your space. This will be your space’s name. Although the field accepts up to 1,000 characters, we recommend a shorter title in order to improve readability and user experience.

2.2. Venue

Associate your space with a venue. If your space is located within a previously created venue, link it accordingly. However, if your space is in a different location, you can create a new venue. Our dedicated guide on How to Create and Edit Venues provides step-by-step instructions.

2.3. Space Description

Provide a detailed and appealing description of your space. Highlight its unique features, dimensions, capacity, and any other relevant details that renters would want to know. If desired, you can add additional images, videos, and even slideshows. A well-crafted description can significantly impact a potential renter’s decision.

2.4. Featured Image

Make your space stand out in your space catalog by adding a featured image to your space listing. You can upload a new image or use a previously uploaded image from your Media Library. If you don’t select a featured image, the software will populate it automatically with the calendar logo image from your calendar General Settings.

2.5. Availability Configuration

Configure the availability settings for your space. This step is vital for managing when the space can be booked. Specify the days and hours when the space is open for reservations.

2.6. Block Availability

If there are specific periods when you do not want the space to be available for booking, use the block availability feature. This allows you to mark certain dates or times as unavailable.

Whether it’s for maintenance, private events, or any other reason, blocking availability ensures that renters cannot book the space during those periods.

2.7 Pricing

The “Enable booking charging“ option allows you to monetize space bookings. Within this feature, you can specify a title for the fee, provide a detailed description, set the rate in your preferred currency, and determine whether it will be charged per day, per hour, or per half-hour.

For more information about paid space reservations, check the post: How to Set Up Paid Space Reservations with Timely.

2.8 Buffer Time

When scheduling physical spaces, it’s crucial to consider not just the reservation time, but also the need for preparing the space for the next event. This might include cleaning, setting up, or allowing a safety period in case of delays. Our new buffer time feature addresses this need by enabling calendar and space administrators to add extra time between events.

To set up the buffer time, simply:

1. Select the space you would like to edit.
2. Go to the “Reservation Settings” section and click “Enable buffer time”.
3. Then, select the preferred time period and click publish to save your changes.

3. Finalizing Your Event Space: Save, Save as Draft, or Cancel

After creating your event space and incorporating all the essential information, you are presented with three options for the finalization process:

• Save: Choose this option when you’re ready to publish your event space.
• Save as Draft: Opt for “Save as draft” if you wish to preserve the current state of your event space for future modifications. This is particularly useful when you want to review or edit the details before making the space publicly accessible.
• Cancel: Select “Cancel” if you decide not to proceed with the changes made or if you need to discard the current edits. This option allows you to exit the editing interface without saving the recent modifications.

Note: If you intend to save as draft, filling the Availability Configuration section  is a mandatory step. Even if you plan to correct or modify this information later, the system requires it to be saved as draft.

Timely’s space management features provide a comprehensive solution for event planners and facility managers. By creating detailed space descriptions, you can enhance your offerings and streamline bookings. If you are interested in learning how to edit, clone and delete spaces, please check our guide. 

Need Additional Help?

For further guidance and support, please visit our Help Center. Additionally, if you have any inquiries or need assistance, don’t hesitate to contact our customer success team by opening a support ticket from your Timely account’s dashboard.

Moreover, in case you require additional assistance in implementing and using Timely venue management software, we are happy to assist. Explore all the professional services we offer, and get in touch with us today!