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Understanding Rooms, Room Setups, and Places

The difference between Rooms, Room Setups, and Places — what each one is for, and how sessions link to them.

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CueKit has three related records that are easy to confuse. Here's the difference:

  • Rooms are the physical spaces in your event's venue — the Grand Ballroom, Meeting Room 2.
  • Room Setups are time-bound uses of a Room — "General Session, Tuesday 8:00–10:00, Theater, 400 guests".
  • Places are reference locations anywhere else — the hotel, the off-site dinner spot, the AV vendor's warehouse.

Rooms

Open the event's Rooms tab to manage the spaces used by the event.

  • Add room with a Name, optional Floor / location, Capacity, and Notes.
  • Active room names must be unique within the event (names are compared case- and space-insensitively).
  • Rooms can be archived when a space is no longer in use and restored later. Archived rooms keep their records; they just can't be newly linked.
  • On the Program, a session can link a Room instead of typing its location. The linked Room's current name is what displays — so renaming a room updates every session that links it. Free-text locations are never overwritten.

Editing Rooms is limited to Owner, Admin, and Planner. Production and Viewer see them read-only.

Room Setups

A Setup is what actually happens in a Room at a specific time. Open the Rooms tab and use Add setup (or the Room Setups section):

  • Name, Date, Start/End times, and an ends next day option for late-night events.
  • Setup style (Theater, Classroom, Rounds, and others), Expected attendance, and Status — Draft, Confirmed, or Final.
  • Notes for the venue or production team.
  • Files — attach BEOs, diagrams, menus, and AV / Production documents to the setup.

You can link the Program sessions that use a setup with Link session. If a session is already linked to a different Room, CueKit asks whether to Assign room (point the session at the setup's Room) or Keep current room — either way, the setup-to-session link is preserved and the session's typed location text is never changed.

If a linked session is later moved to a different Room on the Program, the setup shows Room changed in the Rooms list, and the setup's linked sessions name the session's current room. This is only a reminder: CueKit never moves the setup, changes the session, or removes the link. Either set the session's Room back, or unlink it if the setup no longer serves it. Different setup and session times are never flagged.

If two setups in the same Room overlap in time, CueKit shows a warning. It's informational only — overlapping setups are never blocked or retimed.

Setups linked to a session also appear, read-only, in that session's Run of Show under Production info, including the Room changed reminder.

Places

Places is the event's directory of locations outside the room inventory — hotels, restaurants, vendors, pickup points.

  • Add place with a Name, Category (event-managed — add, rename, or remove your own), full address, Phone, Website, optional Map URL, and Notes.
  • Directions opens the Map URL if you provided one, or a Google Maps search built from the address.
  • Places can be imported from a spreadsheet with a reviewed, all-or-nothing import, and the list supports search, category filtering, and sorting.

The short version

Use a Room for a space sessions happen in, a Setup for a time-bound configuration of that space, and a Place for anywhere else your team needs to find.