Managing Spaces

Spaces in Vega represent the physical venues where your events take place. Defining spaces once and reusing them across events saves time and keeps your event information consistent.

Creating a Space

1. Navigate to Spaces & locations in the admin sidebar. The left panel lists your locations, and selecting one shows all spaces grouped under it.

2. If you haven’t created a location yet, click New location in the left panel and give it a name (e.g., “Downtown Campus”) and an address. The address belongs to the location and is used for maps and directions for every space in it.
3. Select the location, then click Add space. (You can also use the purple + Create button at the top of the sidebar and choose Space.)
4. Fill in the space details:
   • Name – e.g., “Main Ballroom”, “Conference Room B”
   • Description – additional details such as accessibility features or parking info
   • Images – photos of the space
   • Capacity – maximum number of attendees the space can hold
   • Color – the color used for this space on the calendar

Assigning Spaces to Events

When creating or editing an event:

1. Open Event Details in the event editor.
2. Set Location to On-Site, then choose one or more spaces in the Spaces field.
3. The space’s address and details are automatically pulled into the event page.

Editing Spaces

Open a space from Spaces & locations and click Edit to change its details at any time. Changes apply to all future events using that space.

Deleting a Space

To remove a space you no longer need, open the space, click Edit, then click Delete space and confirm.

Tips

• Keeping a well-maintained spaces library eliminates repetitive data entry.
• Include practical attendee details in the description, such as parking, public transit options, and wheelchair accessibility.
• Use capacity limits to prevent overselling – Vega will warn you if ticket quantities exceed the space capacity.