Creating Combination Rooms

Once the top-level meeting room has been divided into the necessary levels of sub-rooms, a meeting organizer can combine rooms to create larger virtual rooms from a set of sub-rooms. For example, Ballroom East is divided into several sub-rooms (A, B, C and D). Depending on the meeting type and necessary space required for a particular meeting, meetings booked in the Ballroom East room may need one or multiple available sub-rooms in any number of combinations. One meeting may require rooms A and B, but not C or D. However, another meeting may require rooms A, B and C, but not D. Creating combination rooms provides flexible configuration of meeting rooms while ensuring a room is not over booked.

Keep in mind the follow when working with combo rooms:

• Once a combo room is booked, all sub-rooms within the combo room are also booked and become unavailable.
• Combo rooms cannot contain other combo rooms.
• Combo rooms can only contain sub-rooms with the same parent as the combo room.
• Top-level rooms cannot be combo rooms.

Following are the steps to create a combination of rooms from a set of sub-rooms.

1. Open a new record from the Meeting Rooms service found under the Meeting Management application.
2. Enter a Name for the combo room.
3. Enter a Description of the combo room.
4. Enter the name of the parent of the sub-rooms you want to combine in the Parent ID field.
   • The Venue field is automatically populated (and disabled) with the Venue associated with the parent room.
     
     

   Note that combo rooms can only contain sub-rooms with the same parent as the combo room.

5. Specify the measurements of the combo room in the following fields. (Note that these fields are for tracking purposes only.)
   • Width: The width of the combo room.
   • Depth: The length of the combo room.
   • Ceiling Height: The height of the ceiling in the combo room.
   • Lat: The map latitude where the combo room is located.
   • Long: The map longitude where the combo room is located.
     
     
6. Specify the Floor Weight Capacity.
7. If there are any obstructions in the room that would need to be taken into account with certain combo room configurations, enter this information in the Obstructions field.
8. Select the degree in which the combo room is accessible for persons who are physically disabled in the Handicap Access drop-down list. The default options are Partial, Full, and None.
   
   
9. Choose the types of meetings that can be held in this combo room from the Meeting Types Allowed drop-down list. The available option are All (any type of meeting can be held in this room) or Restricted (meetings held in this room are restricted to certain meeting type).
   
   • Note that this field is for tracking purposes only. However, an organization can develop functionality that restricts meeting rooms to certain meeting types.

   

10. If you want to define one or more possible room types associated with this room. Go to the Meeting Room Types tab.
    
    • Select the New button from the sub-type toolbar.
    • Enter a Meeting Room Type.
    • Specify the Capacity for this type of room associated with this particular Meeting Rooms record.
      • Aptify provides functionality that restricts the number of attendees to a meeting based on the capacity of a room. See Scheduling Meeting Rooms for an Event for more details
        
        
11. Save the Meeting Rooms record.
12. Select the Sub-Rooms tab.
13. Click the New button on the sub-type tool bar.
    
    
14. Use the find option to search for a room you want to include in the combo-room in the Sub-Room field.
    • Only meeting rooms that are siblings (have the same parent) of the combo-room are displayed.
      
      
15. Select OK to close the Sub-Rooms sub-type record.
16. Add additional sub-rooms as needed following step 13 through step 15 above.
    
    
17. Save the Combination Meetings Rooms record.