How are Seminar Rooms Scheduled and Managed?

IMPORTANT – This post relates to Connect versions *before* Connect 9.1.  The Seminar Scheduling was changed significantly for Connect 9.1 onwards.

Maybe the easiest way to think of this as a ‘Seminar License’ rather then a ‘Seminar Room’

You would have one or more ‘Seminar Licenses’.  These appear on your account under the ‘Seminar Rooms’ tab as folders with the license number (you can change the name BTW to make it more understandable, so instead of ‘Seminar License # 204417501’ you could name it with the capacity of the department that owns it for example

See Figure 1 below for an example of this setup on my account, one name is changed, one is still the default

Figure 1

Each of these folders has a capacity for the number of people who can be in the Seminar Rooms built under this license.  So if I go into my 100 person Seminar License and build a Seminar Room in there, it will have a 100 person capacity.  If I build a room in the other license it might have a different capacity.  Either way, the Seminar Rooms built under the license folder will take the capacity or the license

You may build as many Seminar Rooms under a license as you like, I have rooms for demos, rooms for training and for clients that are all very different (See Figure 2).  The license just determines the capacity of the rooms and the number of rooms that can be used at any one time (almost always the concurrent rooms that can be used is set to ‘1’)

Figure 2

Now this also applies to permissions for the license folders.  If you want the Marketing team to have the only access to their license then you can do that, or set this to individuals or both.  Permission to access the ‘Seminar Rooms’ tab is determined by adding individuals or Groups to the ‘Seminar Hosts’ group in Connect.  Within the ‘Seminar Rooms’ tab, you can set permissions at the ‘Seminar Licence’ level (See Figure 3)

Figure 3

There is no scheduling of the Seminar Rooms, the function in the same way as regular Meeting Rooms in that they are reservation-less, permanent, persistent (you can clone a Seminar Room from a ‘Template’ as you would with a normal Meeting Room BTW).  Many people use their existing scheduling/appointment setup to book Seminar Rooms, using Outlook for example and making the ‘Seminar License’ a ‘resource’ (just like a physical meeting room).  That way the usual reservation/appointment system can be used in any company and these rooms function in a similar way to a physical resource/room as they are typically only allowing 1 user at a time

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