Setting Up Rooms & Spaces

In Agenda, open Rooms and click Add Room. Rooms are the physical (or virtual) spaces where your sessions take place, and they become the columns in your Schedule Builder. Start with:

• Room Name — e.g. "Main Hall," "Room A," "Virtual Stage"
• Capacity — how many people the space holds (leave empty for unlimited)
• Description — floor, building, or any notes worth showing attendees

You can reorder rooms with the up/down arrows. Deleting a room leaves its sessions in place but unassigned, so you can re-home them.

The Address / Location field is powered by Google Maps search. Start typing and pick the address from the suggestions — Gythr stores the exact place. On your schedule and room list, that location becomes a clickable link that opens Google Maps, so attendees can tap through for turn-by-turn directions.

This matters because a "room" doesn't have to be a room. For a summit spread across a city, each space can be a different building or venue, each with its own map link. Prefer to type it yourself? Use Enter manually instead.

Because Agenda connects to your speakers in Stage, each room can carry the operational details your day-of team needs:

• Stage Manager and Manager Contact — who runs this space and how to reach them (phone, Slack, or email)
• Default Call Time (minutes before session) — how early speakers should arrive. It applies to every session in the room unless a session overrides it.
• Call Time Instructions — e.g. "Meet in the lobby on the 3rd floor"

Check Mark as quiet room to designate a space as a low-stimulation area. This ties directly into Comfort Mode in the Gythr Here attendee app: when an attendee marks their social energy as Low or Empty, your quiet rooms surface to them as calm-down options.

It's a small setting with a big impact for neurodivergent attendees and anyone who needs to step away from the noise and recharge.