Event Rooms & Groups Tool

Add, update, or cancel rooms reservations and groups from a single event or all events in a series.

The tool copies the selected data to the remaining records in the recurring series. For example:

I have a monthly event that happens the 15th of every month.
Starting with the next event in the series, the rooms the event meets in are changing.
I use the Event Rooms and Groups tool to change the next event in the series to reflect the change in rooms.
I already created my event series, but I need to associate groups with rooms.

The Event Rooms and Groups tool is available on Events page or from an open event record.

Some additional notes to keep in mind regarding this tool include:

The series's past events display for context as shaded, and you can't perform any actions on them.
Use the + option to manage a room for a single date. It only displays if there are inconsistencies.
When you add a room, all of the rooms you can book display in the drop-down list. You can filter rooms by location to narrow the list.
If a there is a double-booked room, the tool displays a caution sign next to the event name and the text "Conflicts with other Event!" displays on the room reservation in the grid.
To edit the balance priority or room layout, remove the group and add a new group, or edit the room reservation record through MinistryPlatform.
To remove a room or group from multiple events in a series, use the Room Reservations page to select the reservations and mass assign or delete them.

Select an Event

In the navigation menu, click Events.
Optional: If needed, open an event record.
Click Tools, then click Event Rooms and Groups.
If you didn't already select an event record, search for one in the Search by Event Title field.
From the list, select an event or an event in a series.

If the event is part of a series, the tool displays all events in the series.

From the event grid, click Add a Room.
In the Room field, select the room.
Tip: Use the Filter Rooms by Location field to narrow your search by congregation or parish.
Optional: If applicable, select a group, balance priority, room layout and/or add notes in the corresponding fields.
Click Add.

Add a group to a room if there is no room reservation for the specific event.

Find the room in the event grid.
Click +.
In the Group field, select the group you want to add to this room.
If applicable, complete the Balance Priority and Room Layout fields.
To add the selected group to all reservations for the selected room, select the Add to all reservations for this room checkbox.
Click Add.

Add a group to a room for an existing event.