Venues & Gates
Set up the physical spaces and entry points for your event in Evencia.
Overview
Venues are the physical spaces where your event takes place — for example, a main hall, a conference room, or an outdoor stage. Gates are the entry points within those venues, such as the doors or checkpoints where guests are scanned when they arrive.
Together, venues and gates allow you to organise your event space and control how guests enter each area. Gates can also be linked to a guest category (tag), so only guests with the right tag can enter through a specific gate.
Where to find Venues & Gates
- Open your event from the Evencia dashboard.
- In the event menu, select Venues.
The page opens on the Venues tab. Select Gates to switch to the gates view.
Before you start
- You need the Organizer or Event Manager role for the event to view and manage venues and gates.
- Create your venues before creating gates, as each gate must be assigned to a venue.
Understanding the page
The page is divided into two tabs:
| Tab | What it shows |
|---|---|
| Venues | All the spaces set up for the event |
| Gates | All the entry points assigned to those spaces |
Each item appears as a card. Cards that have been moved to trash appear faded with a Trashed label.
Venues
How to add a venue
Step 1 — Go to the Venues tab
Select Venues at the top of the page.
Step 2 — Select Add Venue
Select the Add Venue button in the top-right corner.
Step 3 — Fill in the details
A dialog opens. Complete the fields:
| Field | What to enter |
|---|---|
| Venue Name | The name of the space (e.g. "Main Hall", "Conference Room A"). Required. Maximum 50 characters. Must be unique within the event. |
| Capacity | (Optional) The maximum number of people the venue can hold. Enter a whole number. |
Step 4 — Select Create
Select Create to save the venue. It appears immediately on the Venues page.
What you see on a venue card
Each venue card shows:
| Information | What it means |
|---|---|
| Venue name | The name you gave the venue |
| Capacity | The maximum capacity, or "No capacity set" if you left it blank |
| Gate count | How many gates have been created inside this venue |
How to edit a venue
- Find the venue card on the Venues tab.
- Select the pencil (edit) icon at the bottom of the card.
- Update the Venue Name or Capacity.
- Select Update to save.
How to delete a venue
Deleting a venue moves it to trash. It is not permanently removed.
- Find the venue card on the Venues tab.
- Select the trash icon at the bottom of the card.
- A confirmation dialog appears. Select to confirm.
The venue is moved to trash and no longer appears in the active list.
How to restore a venue
- In the filter bar, select Trashed to show only trashed venues.
- Find the venue you want to restore.
- Select the restore icon (circular arrow) on the card.
The venue is returned to the active list.
How to permanently delete a venue
Permanent deletion removes a venue completely and cannot be undone.
- First, move the venue to trash (see How to delete a venue above).
- In the filter bar, select Trashed.
- Find the venue and select the × icon.
- Confirm the action.
This action is permanent and cannot be reversed.
Searching and filtering venues
Search: Type in the search box above the venue cards to filter by name. Select the × in the search box to clear your search.
Filter: Use the filter buttons to control which venues are shown:
| Filter | What it shows |
|---|---|
| Active | Venues that are currently in use (default) |
| Trashed | Venues that have been moved to trash |
| All | Active and trashed venues together |
The Trashed and All filters are only visible to users who have permission to restore or permanently delete venues.
Gates
Gates are the specific entry points within a venue — for example, "Gate A" or "North Entrance". Each gate must be assigned to a venue. You can also link a gate to a guest category (tag) to indicate which type of guest should use that gate.
How to add a gate
Step 1 — Go to the Gates tab
Select Gates at the top of the page.
Step 2 — Select Add Gate
Select the Add Gate button in the top-right corner.
Step 3 — Fill in the details
A dialog opens. Complete the fields:
| Field | What to enter |
|---|---|
| Gate Name | The name of the entry point (e.g. "Gate A", "North Entrance"). Required. |
| Venue | Select which venue this gate belongs to. Required. |
| Tag | (Optional) Link this gate to a guest category. This helps identify which guests should use this gate. |
Step 4 — Select Create
Select Create to save the gate. It appears immediately on the Gates page.
What you see on a gate card
Each gate card shows:
| Information | What it means |
|---|---|
| Gate name | The name of the entry point |
| Venue | Which venue this gate belongs to |
| Tag | The guest category linked to this gate, or "No tag" if none was selected |
How to edit a gate
- Find the gate card on the Gates tab.
- Select the pencil (edit) icon at the bottom of the card.
- Update the Gate Name, Venue, or Tag.
- Select Update to save.
How to delete a gate
Deleting a gate moves it to trash. It is not permanently removed.
- Find the gate card on the Gates tab.
- Select the trash icon at the bottom of the card.
- A confirmation dialog appears. Select to confirm.
The gate is moved to trash.
How to restore a gate
- In the filter bar, select Trashed to show only trashed gates.
- Find the gate you want to restore.
- Select the restore icon (circular arrow) on the card.
The gate is returned to the active list.
How to permanently delete a gate
- First, move the gate to trash.
- In the filter bar, select Trashed.
- Find the gate and select the × icon.
- Confirm the action.
This action is permanent and cannot be reversed.
Searching and filtering gates
Search: Type in the search box to filter gates by name or venue name. Select the × to clear your search.
Filter: Use the filter buttons to control which gates are shown:
| Filter | What it shows |
|---|---|
| Active | Gates that are currently in use (default) |
| Trashed | Gates that have been moved to trash |
| All | Active and trashed gates together |
The Trashed and All filters are only visible to users who have permission to restore or permanently delete gates.
Common problems
I can't see the Venues menu
You may not have the required permission. Contact your event organiser or administrator to request the Organizer or Event Manager role.
The "Add Venue" or "Add Gate" button is not visible
You may not have permission to create venues or gates. Contact your administrator if you believe you should have access.
The venue name I entered is not being accepted
Venue names must be unique within the event and cannot exceed 50 characters. Choose a different name if a venue with that name already exists.
I can't create a gate
You must have at least one venue created before you can add a gate. Each gate requires a venue to be selected.
I selected "Trashed" but don't see any restore or delete options
You may not have the permission to restore or permanently delete items. Contact your administrator if you believe you should have access.
Tips
- Create all your venues before creating gates — you will need to select a venue when setting up each gate.
- Use clear, recognisable names for venues and gates so your scanning staff can identify them quickly on the day of the event.
- Linking a gate to a tag makes it easy to track which guest types are using each entry point.
- If your event has a large number of venues or gates, use the search box to find items quickly.