In this article
The following instructions explain how to create new venues in Arlo.
- Create a venue before creating an event
- Create a venue while creating an event
- Create a room at a venue
- Solutions for unconfirmed venues
- Address tips and guidelines
Creating a venue before creating an event
- Open the Venues and rooms menu.
- Press New Venue.
- On the New venue slider, enter the Name of the venue.
- If you would like to display the venue on your website, select Display on website.
- To change the Page hosting from Default hosting, click Edit.
- Select the appropriate page hosting option.
- In the Physical Address section, enter the address details for the venue.
Hint: See Address tips and guidelines.
- The Location field will be used to filter events on your website by location. By default, the City field will be used. You can change this information if required.
- In the Region section, the Time zone defaults to the time zone for the country chosen in the physical address section. If this information is incorrect, you can select the correct time zone from the dropdown list.
Note: Ensure the time zone for the venue is correct as this will be used as the time zone for any event scheduled to run at the venue.
- If you would like to display a map of the venue's location on your website, in the Map section tick Display map.
- Click Check map. The map will display.
Note: You can drag the marker on the map if the location that is displayed is incorrect.
- In the Information section, enter any information that may be relevant to the use of this venue.
Note: Information you enter into this field is for internal use and will not be published, but will be visible to other administrators. - To enter more information about the venue, such as contact details, parking information and custom field information, click Add more information.
- Custom fields for venues are shown in the General details section.
- In the Contact details section, enter the Phone number of the venue contact.
- Enter the Booking contact name. The booking contact will receive an email whenever a new event is scheduled at their venue.
- Enter the name of the venue Provider.
- In the Instructions section, enter the Parking information and the Directions.
Note: Parking information and directions will be included in the registration confirmation email sent to registrants. See an example of event instructions sent to registrants including venue information.
- Press Create venue.
Creating a venue while creating an event
- Create a new event.
- From the Schedule step, click the Venue field and press + New.
- The New venue slider will appear.
- On the New venue slider, enter the Name of the venue.
- If you would like to display the venue on your website, select Display on website.
- To change the Page hosting from Default hosting, click Edit.
- Select the appropriate page hosting option.
- In the Physical Address section, enter the address details for the venue.
Hint: See Address tips and guidelines. - The Location field will be used to filter events on your website by location. By default, the City field will be used. You can change this information if required.
- In the Region section, the Time zone defaults to the time zone for the country chosen in the physical address section. If this information is incorrect, you can select the correct time zone from the dropdown list.
Note: Ensure the time zone for the venue is correct as this will be used as the time zone for any event scheduled to run at the venue. - If you would like to display a map of the venue's location on your website, in the Map section tick Display map.
- Click Check map. The map will display.
Note: You can drag the marker on the map if the location that is displayed is incorrect. - In the Information section, enter any information that may be relevant to the use of this venue.
Note: Information you enter into this field is for internal use and will not be published, but will be visible to other administrators. - To enter more information about the venue, such as contact details, parking information and custom field information, click Add more information.
- Custom fields for venues are shown in the General details section.
- In the Contact details section, enter the Phone number of the venue contact.
- Enter the Booking contact name. The booking contact will receive an email whenever a new event is scheduled at their venue.
- Enter the name of the venue Provider.
- In the Instructions section, enter the Parking information and the Directions.
Note: Parking information and directions will be included in the registration confirmation email sent to registrants. See an example of event instructions sent to registrants including venue information. - Press Create venue.
- Continue to create the event as usual.
Create a room at a venue
- Open the Venues and rooms menu.
- Search for the venue for want to add a room to.
- Click on the venue name to open the venue you would like to view.
- Select the Rooms tab.
- Press New Room.
- Complete the New Room pop up with the Room name, Capacity, and Information for the room.
- Press Create Room.
Solutions for unconfirmed venues
There may be circumstances where you are not sure of the venue at the time of creating an event, or you may not wish to advertise the venue and it's exact location yet. However, you may wish to still create and advertise the event. In these cases, you can follow either of the options below.
Create a placeholder venue
A placeholder venue is set up the same way as you would an actual venue, however with a placeholder venue, you would enter just the name, city and country.
When you then choose an actual venue, you can edit the event. Any existing registrants and presenters on the event will be sent automated venue change notification with the new venues details.
Example: A placeholder venue details for Sydney.
Use the event confirmation workflow
If you use the event confirmation workflow, Arlo will not send the event instructions until after the event has been confirmed (which you can do at any time).
Address tips and guidelines
To help Google Maps display the correct map and location, follow the guidelines below.
- Enter the street address beginning with the street number, e.g. 110 Smith Street (Level 2)
- Always include a specific street number, not a range, e.g. 110 Smith Street
- Always include a specific street number, not a corner address, e.g. 110 Smith Street
- Always enter a building name on a separate line to the street address and make sure the building name does not start with a number. Google interprets any line starting with a number as a possible street address, e.g. Wilson Tower (Level 2) 110 Smith Street
If the address pointer is not where you want it to be, you can manually move it around. Simply click and hold the pointer, and drag and drop it where you want it to be positioned
If you see this error message when trying to set the map on a venue, adjust the address details based on the guidelines above and click Refresh Map.