What a Space is
A venue might host fifty events in a year. A planner working with that venue ends up typing the same name, the same address, the same parking instructions, the same "the loading dock is around the back, gate code 4327" every single time.
1pm now has a dedicated Spaces section to capture all of that once and reuse it on every event. This article covers what a Space is, what's on a Space record, how to attach one to an event, how Spaces appear to crew on the live link, how Space files work, and how the Zone field on an event fits alongside Spaces.
What a Space is
A Space is one addressable location where an event happens. Most often a venue room (Ballroom Level 3, Stables Restaurant, Conference Suite 4), but Spaces aren't restricted to venues. Anywhere with an address is a Space: a park, a public reserve, a rest area, a warehouse, a street corner. A planner who runs a mix of conference work and outdoor activations needs all of those equally well.
One venue often becomes several Spaces. The Plaza Hotel might be three Spaces in your library: Grand Ballroom, Stables Restaurant, Rooftop Bar. Each carries its own address, its own access instructions, its own capacity. That separation matters when crew arrive at the venue — they need to know they're heading to the loading dock around the back of the Stables, not the front lobby for the Ballroom.
Spaces are owned by you, the planner. They aren't shared across the 1pm user base. Two planners working with the same venue each maintain their own Space record, with their own access notes and their own venue contact. That's deliberate: parking arrangements, gate codes, and "key under the gnome" instructions tend to be relationship-specific.
Where Spaces live
In the sidebar, click Spaces (the map-pin icon). The page lists every Space you've saved, with a search box that matches against name and address. New space opens an inline form on the list page; clicking an existing row opens the edit form in place.
The Spaces page is also reachable from the event form. When you're filling in an event and you want to attach a Space that doesn't exist yet, the picker has an Add new space option at the bottom of the dropdown. That opens the same form as a modal so you can save a new Space without leaving the event you were editing.
What's on a Space record
Name. Required. Up to 200 characters. Examples: The Plaza Hotel, Central Park Pavilion, Sydney Showground Pavilion 2. Use the name crew will recognise on the day. If a venue has several rooms you book separately, give each room its own Space with a name that identifies the room.
Address. Optional. A multi-line text area, up to 500 characters. Paste from Google Maps, paste from the venue's website, retype it — line breaks are preserved when it shows to crew, so a three-line address looks like a three-line address.
Access and parking. Optional. A separate multi-line text area, up to 1000 characters. This is deliberately not part of the address. It's the where-do-crew-park, which-entrance, what's-the-gate-code briefing for the person arriving at the venue for the first time. Typical content: "Crew parking on Level B2, use the service lift to floor 3. Loading dock around the back via Smith Lane — gate code 4327 between 6am and 8pm. After hours, call the duty manager on 0400 000 000." Splitting access from address means a planner who pastes a fresh map address over the top of the existing one doesn't accidentally wipe the parking notes underneath.
Capacity. Optional. The maximum guest count the Space holds. A single number — per-setup capacities (theatre vs banquet rounds) aren't separately stored. Pick whichever number matters most for the events you run there.
Size. Optional. Floor area in square metres. Useful on the BEO header so a chef or duty manager can scan the physical constraint alongside the setup style.
Main contact. Optional. A crew member from your Crew list. Use it for venue coordinators ("the Plaza events manager"), site managers, council reps for parks, anyone you'd ring with a question about the Space itself. Leave it blank for parks, rest areas, public spaces, or anywhere without a coordinator. If the contact crew record carries a phone or email, crew on the live link can tap through to reach them.
Attaching a Space to an event
On the event edit form, the Space picker sits on its own row below the briefing fields. Start typing the name and any matching Space comes up. Pick one and the event is linked. The hidden field on the form stores the Space's id; the event row carries the link.
If the Space you want doesn't exist yet, the dropdown's Add new space option opens the Space form as a modal. Fill it in, save, and the new Space is selected on the event automatically.
You can attach exactly one Space per event. For events that span more than one room or more than one location, see Zone below, or run the event as multiple events with separate Spaces.
Changing or removing the Space on an event doesn't touch the Space itself. The Space stays in your library; only the link on this event changes.
Zone — the sub-area inside a Space
Sitting alongside Space on the event form is a small free-text field called Zone, labelled (sub-area / optional label). Zone is a catch-all for whatever you want to label inside a Space.
Typical uses: "east wing", "main hall + breakout 2", "stage left", "VIP terrace". A wedding running across two rooms in the same venue might have a single Space (the venue) and a Zone of "Ballroom + Terrace". A conference using one corner of a larger pavilion might have a Zone of "north end". The field is free text up to 200 characters, with per-owner autocomplete so previously-used Zones come up as suggestions when you start typing.
Zone is optional. If the whole Space is the event, leave it blank.
What crew see on the live link
When an event has a Space attached, the briefing card on the crew's live link shows:
The Space name in bold at the top of the location block.
Capacity and size in a small grey caption beneath the name when either is filled. "Capacity 200 · 350 sqm" if both, just the one that's filled otherwise.
The full address below the name, line breaks preserved, with an Open in Maps link directly underneath. Tapping the link opens the OS default maps app at the venue, so crew can navigate without copy-pasting.
An expandable Access and parking section if access instructions are filled. Defaults closed so the briefing card stays compact for events without much access detail; one tap on the disclosure expands the full text.
The main contact's email and mobile icons sit on the contact rows of the briefing card when the contact crew record has those details set. A crew member who needs to reach the venue coordinator mid-event can tap to call or email.
Live updates to crew
The same real-time channel that pushes timeline changes also pushes Space changes. A planner who edits a Space's address, access instructions, capacity, or size on the Spaces page reaches every crew member with the live link open within seconds — on every event that uses that Space, not just the one the planner is currently looking at.
This matters when a venue rings you the morning of the event to change the loading dock arrangement. Edit the Space once, every crew member sees the new instructions. No need to message anyone separately.
Files attached to a Space
Each Space can hold up to fifty files: floor plans, capture sheets, photos of the loading dock, scanned venue maps, anything a crew member arriving at the venue benefits from seeing. Files go on the Space record itself, not on a specific event, because the floor plan for the Grand Ballroom is the same floor plan whether the event is a wedding, a gala, or a conference.
To attach files, open the Space in the Spaces page (click an existing row). The edit form is followed by a Files panel that lets you upload, rename, drag-to-reorder, and delete. Each file is up to 10 MB. Accepted types: PDF, PNG, JPEG, WebP.
Files attached to a Space show up automatically on the crew's live link on every event using that Space. The crew briefing card lists them with their titles; tapping a row downloads or opens the file. There's nothing to wire up per event — once the file's on the Space, it's on every event using the Space.
Note: you can only attach files after saving the Space for the first time. A brand-new Space has no id yet to pin files to, so the panel only appears once you've saved and reopened it.
Maps link and public share
On the public share link for an event (the /r/ URL — the one you can post on a printed sign or share publicly), the same Space block renders with the address, the Open in Maps link, and the access instructions. The principal contact's email and phone don't show on the public version; they're reserved for the authenticated crew view.
The planner header in your own view also shows the Space name and address, but stays terse — no Maps link, no access instructions block. The planner already knows where the event is; the surface is there for at-a-glance confirmation.
Deleting a Space
Deleting a Space from the Spaces page is non-destructive to events. Any event currently referencing the Space simply has the link cleared. The event itself stays intact: name, date, status, timeline, crew, everything else is untouched. The next time you open the event you'll see the Space picker empty and can attach a different one.
Files attached to the Space are removed when the Space is deleted, so if you're moving a Space's files elsewhere, do that before you delete the Space record.
When you don't need Spaces
Spaces are optional. A planner running one-off events that don't repeat ("we'll never be in this room again") can skip Spaces entirely and use the Zone field on the event form to capture wherever the event is. The briefing card on the crew side will still show the Zone as a sub-area label, and the printed run sheet still labels the event correctly.
The Spaces section is built for the case that pays off over time: the venues you work with repeatedly. The first time you save a venue as a Space, it's a couple of minutes of typing. Every subsequent event at the same venue is one click in the picker. The break-even point is usually the second or third event.
