Adding conference rooms

Setting up conference rooms is a critical step in managing your event with Slidecrew. Conference rooms in Slidecrew refer specifically to spaces that host sessions requiring presentation management. This guide will walk you through how to add and configure rooms, their features, and best practices for optimizing their use.

What is a Conference Room in Slidecrew?

In Slidecrew, a “conference room” is any room where sessions are using Slidecrew apps. This includes rooms equipped with Slidecrew’s Kiosk, Moderator, timer or Technician Apps for presentations.

You don’t need to include rooms like foyers, offices, Speaker Service Centres, or spaces with only E-posters, unless those areas will also host live presentations.

How to add conference Rooms in Slidecrew

Login to the slidecrew portal: https://slidecrew.app/login

1

Navigate to the room Tab

Access the “Rooms” tab from the Core menu in your Slidecrew portal. This tab displays all the rooms in your event, along with their configurations and details.

Slidecrew interface displaying the Rooms tab under the Core menu, listing event rooms with details such as name, type, and devices

2

Add or Edit a Room

Click on the “plus icon” to add a new room, or select an existing room to edit its details.

the Room sidebar will open, allowing you to:

  • Name the Room: Label it as it appears in the event program.
  • Set Room Type: Indicate whether the room is for on-site, remote, or hybrid sessions.
  • Assign a Parent Room: Link related rooms (e.g., subrooms) to avoid double bookings. (this feature is in development)
  • Add Remarks: Include notes for staff or admins.
  • Customize Style: Apply branding using the preconfigured options from the Styles page.
  • Manage Devices: Specify the number of devices assigned to the room.

Illustration of a conference room sidebar with Slidecrew, showing devices and tools for managing presentations Illustration of a conference room setup with Slidecrew, showing devices and tools for managing presentations

3

Save Changes

Once you complete or update your room details, changes are automatically saved as you move to another field or section. The room will then appear in your event’s program, ready for session scheduling.

FAQ’s

What should I consider when adding conference rooms?

Only include rooms hosting sessions requiring presentation management. Exclude areas like foyers or Speaker Service Centres unless those rooms will host live presentations using Slidecrew’s tools.

What is the “Room Type” field for?

The Room Type field specifies if a room is for on-site participants, remote attendees, or hybrid sessions. While currently informational, this feature will expand as Slidecrew continues to develop hybrid and remote functionalities.

Can I edit room details after adding them?

Yes, you can edit room details anytime by clicking the room entry in the Rooms tab. You can also access the same sidebar via the Programme page by selecting the room name at the top of its column.

Do I need to allocate rooms using the import tool or the API?

No, room allocation is done automatically when you use the API or Excel import tool. However, if you manually add rooms before connecting or importing them, duplicate entries may occur. To avoid this, ensure all room data is added through a single method for consistent and accurate allocation

Do I need to setup a room for the Speaker Service Centre / Speaker Ready Room?

No, you do not need to set up a room in slidecrew for the Speaker Service Centre or Speaker Ready Room unless it will also host speaker presentations. These rooms are typically used for file checking, preparation, and rehearsals, and do not require configuration in the event program.

Best Practices after adding Conference Rooms

Use Branding Features

Leverage the Styles page to customize each room’s branding or sessions. Applying logos, colours, and themes ensures a polished and professional look for your event.

Device Allocation

Slidecrew provides a suite of powerful apps to support presentations in every room:

Moderator App

  • Allows session chairs or moderators to manage their sessions effortlessly.
  • Preview presentations in PDF’s of the speakers in the session.
  • Displays the latest program updates, and enables moderators to send discreet messages to presenters during sessions.
  • Adjust the Stage timer on the fly.

Stage Timer

  • Keeps presentations on track with clear countdown displays for speakers.
  • Automatically starts when a presentation begins, ensuring time management for each session.

Kiosk App

  • Simplifies file distribution and presentation launching in smaller rooms.
  • Speakers can select and open their presentations with a single click, starting the Stage timer automatically.

Technician Tool

This Gives technical staff full control over room setups. Provides access to the real-time event program, presentation files and file scan result and control the timer to ensure smooth operations.

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