All venues are added to our data platform using the New Venue Wizard that is found within www.myeventschannel.com


The wizard will guide you through the process and ensure the venue profile is built to the required standard as certain areas are mandatory to complete.


  • To start, click on the Admin button in the top right corner - click New Venue


  • A page will open with the sections you need to complete displayed on the left hand side - 11 sections in all.  The wizard will guide you through each one.





Section 1 - Overview


  • Start typing the venue name in the Find Venue field


  • The system will try and offer suggestions if it finds it using our own search functionality.  If the venue is found, some information will auto populate for you.


  • If you cannot find the venue from the system suggestions, then start typing the venue information in the Venue Name field and carry on down the page.  All fields marked with an * are mandatory.


  • You can save your new venue part way through if needed by clicking Save Draft


  • Use the Next and Previous buttons to move through the wizard.





  • In this example we are searching for Bill’s Restaurant in Norwich




  • The system has found the venue - click to select


  • The system will double check our database to see if the venue already exists.


  • If the venue exists you will receive this message.  Take Care!  You do have the option to proceed but we must never load duplicate venues.  It is possible for multiple venues to share the same address so some investigation is required.



  • If the system does not find the venue you need to load, then complete the fields manually.


  • The details you enter will be displayed across all of our data platforms so check spelling, grammar, wording etc. to ensure it reads professionally and is accurate.


Some 


Fields to note:

  • Accommodation only - these venues do not have any meeting space.  These will be hotels and guest houses in the main.


  • Number of Bedrooms - you may need to search not only on Google but other websites like bookings.com, hotels.com, trip adviser to find this information


  • Distance - will auto default to UK settings.


  • Click Next to move ot the next page.  If there are errors on the page you will need to correct these before moving on.


Section 2 - Address 


  • Ensure the address details are entered correctly otherwise the venue will not appear correctly on the map searches. Click Next


Section 3 - Map


  • Make sure the venue is pinned in the correct location on the map.  You may need to zoom in to make 100% sure.


Click Next


Section 4 - Location 


  • This is the primary location.  Agents use this to search for venues so it should be the nearest biggest town or city.


Click Next


Section 5 - Transportation


  • The system will auto populate with the the information it has.  If details are missing then IT will need to add the information to the database. It will include airports, motorways, train stations and underground/tube stations.  

Click Next

Section 6 - Styles & Facilities


  • The only field to be completed is the overall style and this is done during section1.  This section can be ignored as the venue will complete the information in here themselves.


Click Next


          Section 7 - Conference Rooms Capacities


  • The capacity of a meeting room is the most crucial element of a venue listing as it is a key search criteria for booking agents.  This is the number of people that be accommodated within a single space usually theatre style. 


  • Simply enter the total meetings rooms a venue has available and the maximum capacity in a theatre style for their largest room.


Click Next


Section 8 - Conference Rooms


  • This is one of the most important sections as this goes into more details about specific meetings rooms a venue has available.


  • At least 1 room must be entered unless the venue is marked as Accommodation only (as they do not have any meeting space).


  • All of the fields marked with an * must be completed.  There are drop down fields to select from in Room Features and Floor Level.


  • Capacity is recorded as Theatre Style however, please be aware there are other layouts once the venue has been created on our platform including boardroom, classroom, reception etc
    .


  • Once you have completed the details for this room - Click Add


  • Then add as others as necessary.  Once you have finished Click Next


Section 9 - Brands


  • This relates to the name above the door of a venue.  You will probably have seen hotels which advertise themselves as Hilton, Holiday Inn, Best Western, Marriott etc.  These are Brands.


  • A brand will need to be selected for each new venue you add. Unless a venue is part of a named brand, we list them as Independent Venue


  • (There is a separate help guide to Brands if required.  You can find the link here)

Click Next


Section 10 - Main Image


  • We need at least 1 image for each of our venues.  The main image is usually of the outside entrance to the venue or the building itself.


  • You can find this using Google - try to ensure the image is of good quality or it will appear blurred. The max size is 5mb and 300x200 pixels.  The file types should be JPG, PNG, if possible.


  • To add the image click the Add Image button - select the file from your PC & click Open


Click Next


Section 11 - User


  • We need a user added for every venue as this is how our agents communicate with the venues - using their email address.


  • There are 3 tabs across the top of the page, each will need to be completed in turn.


  • There are a series of checks the system will complete to ensure the email address is valid and does not already exist.


  • The email address but be checked to ensure that it is attached to the venue - avoid gmail.com, outlook.com, hotmail.co.uk etc. email addresses where possible.


  • Complete the field in the 3 tabs in turn.
  • Details, Address, Admin Only


  • The Address fields will be prefilled for you - you can amend if needed


  • Admin Only - These are very important fields as they determine the level of access a user will have to their venue profile on the database.



  • User Role - defaults to Venue/Supplier Manager.  Leave this as it is.  (More information can be found in this help document by clicking here)


  • Reg Source - select where the request came from - usually GRATIS user


  • Leave the other fields as these will be completed should the venue decide to become fully listed with us.  Click Add


  • Once you have added at least 1 user, the new venue information is complete.


  • Click Finish - this will load your venue to the database and it will display as an active venue.