Distribute participants across shared rooms

Use a room plan when one group needs several rooms and different groups may share a room at the same time. For example, a briefing for 110 students can use 100 places in one room and 10 in another. A second group of 60 can use the second room's remaining places.

Configure the requirement

Create the rooms as resources with the required function. Set each room's participant capacity for that function and its availability. The function must allow sharing.
Open the event or event template and its Required resources tab.
Add a requirement for the room function. Choose Distribute participants across shared rooms under Quantity mode.
Choose the eligible rooms, or use resource properties to define the pool.
Set when the rooms are needed and save the requirement. Every chosen room must be available for the full required time window.

Distribution uses the number of places consumed by the booking. Teachers or accompanying adults count when their price consumes capacity; a price that does not consume capacity does not reserve a room place. Configure those prices to reflect the actual people who need space.

Review and confirm the room plan

Bookings reserve the proposed room places immediately, including bookings through the online shop or point of sale. Staff confirm the plan unless the function uses automatic allocation, which confirms it immediately.

Open the event's Required resources tab and expand the room requirement.
Read the Room plan. Its status shows Review required, Unsaved changes, or Confirmed. Each row shows the room, assigned participants, and places remaining after the assignment.
Adjust Participants if needed. Use whole numbers of 0 or more and keep Assigned participants equal to the group's total. Set a room to zero to move its participants elsewhere. While you edit, the plan shows how many participants still need a room or how many are assigned beyond the booked total, and marks any room above its capacity.
Choose Save and confirm room plan. Reopen this event's room plan when preparing the briefing; it shows the saved room-by-room quantities.

The proposed split keeps existing assignments where possible and fills occupied rooms before opening another. Propose a new split recalculates the plan using current capacity. If the plan is confirmed or has unsaved changes, you are asked before it is replaced; a replaced plan must be confirmed again. Refresh room plan also asks before it discards unsaved changes. Attendance changes may change room quantities; changed assignments need review again unless automatic allocation is enabled. Cancellation releases the occupied places.

Review room plans in the allocation list

Resources > Allocation lists room plans that still need review. Instead of individual resource slots, the row shows assigned participants against booked participants and the participants in each room. The event details in the calendar show the same summary.

Choose Edit room plan to review, adjust, and confirm the plan in a dialog. Staff without permission to update resource requirements see View room plan. Room plans are changed only through the plan, so the row has no allocation or inquiry actions and is not included in bulk selection. A confirmed plan leaves the list when you close the dialog.

When the group does not fit

A room plan cannot exceed the capacity available throughout the required time window. Another overlapping booking or a held booking change can reduce that capacity.

A Required room requirement prevents bookings that exceed the available room capacity. An Optional requirement allows the booking to proceed; if the group does not fit, no room places are reserved and the plan remains open. Assigned participants shows the assigned count against the booked total, for example 0 / 210, and Participants without a room identifies the attendance still needing space.

For an unassigned plan, add an eligible room with enough available capacity, reduce the participant count, or move the event to an available time. Choose Propose a new split, review the assignments, and choose Save and confirm room plan. Confirmation is available only when all booked participants fit within the rooms' capacities.

If saving fails, the room plan shows the reason. Choose Refresh room plan, review the remaining places, and adjust the quantities again. If the total no longer fits, reduce the participant count, move the event to an available time, or add another eligible room. The previous valid plan remains in place when a change fails.