Rooms
Offer bookable interview slots to accredited press and manage their booking requests.
Overview
Rooms let you offer press a way to book one-on-one interview slots — for example with a speaker, sponsor, or spokesperson — directly from the press room. You define a room, when it is available, and how long each slot lasts. Journalists then pick an open slot and request a booking, which your team confirms or declines.
Where to find it
From your event's main navigation, select Media, then Rooms.
You need the Manage interview rooms permission to access this page.
Creating a room
- Select New room.
- Enter a Name (for example, "Interview room A" or the spokesperson's name).
- Choose a Slot duration: 15, 30, or 60 minutes.
- Add one or more availability windows — a date with a start and end time.
- Set the Status: Draft (not visible to press yet) or Published (bookable in the press room).
- Select Save.
Each availability window must divide evenly into slots of the chosen duration — for example, a 15-minute slot duration needs windows that are a multiple of 15 minutes long (45 minutes, 1 hour, and so on).
Editing a room
- Open the room.
- Change the name, slot duration, status, or availability windows.
- Select Save.
Changing the slot duration or availability windows replaces the existing schedule, so double-check any existing bookings still make sense before saving.
Status can also be set to Cancelled to take a room out of service without deleting it.
Managing booking requests
Every booking starts as Pending and needs a decision from your team:
- Confirm — accepts the booking. The slot becomes unavailable to anyone else.
- Decline — rejects the booking and frees up the slot.
Both actions let you add an optional message to the journalist, which is included in the email they receive.
Rescheduling or cancelling a booking
From the room's schedule, you can:
- Move a confirmed or pending booking to a different room or time slot. The journalist is emailed with the previous and new time.
- Cancel a confirmed or pending booking on the journalist's behalf. They are emailed to let them know.
Deleting a room
A room cannot be deleted while it has active (confirmed or pending) bookings. Set its status to Cancelled first, or wait until those bookings are resolved, then delete it.
How it works for press
In the press room, a journalist can:
- Pick a date from the available dates shown.
- See every published room and its open slots for that day.
- Select an open slot and submit a booking request, optionally with a note.
- See their own bookings marked separately from slots taken by others, and track whether each is still pending or has been confirmed.
- Cancel their own booking if they no longer need it.
A journalist whose accreditation has expired can see the schedule but cannot make new bookings.
Common issues
I cannot delete a room
The room still has active bookings. Set its status to Cancelled, or cancel/decline those bookings first.
A journalist booked the same slot as someone else
Evencia locks each slot the moment a booking is created, so this should not normally happen — if a slot is taken while someone else is mid-booking, they are told it was just taken and asked to choose another.