Managing venues

What venues are for

A venue is a place your council meets - the village hall, the council offices, a committee room. Once a venue is saved you can pick it when you create a meeting or set a committee's usual meeting place, rather than retyping the name and address each time. The venue's details also appear on your public portal and can be dropped into an agenda's introduction using the {{venue}} placeholder.

Where to find it

Go to Council > Meeting Venues in the left-hand menu. The list shows every venue you have added, with its name, address and a link to its external map if one is set.

Adding a venue

1. On the Meeting Venues page, click Add Venue.

2. Fill in:

   • Venue Name - how the venue appears on the website and in menus, e.g. "Memorial Hall".
   • Venue Address - the address shown on the website.
   • Map URL (optional) - a link to the venue on an external mapping service such as Google Maps. When set, the public portal can show a map link for the venue.

3. Click Submit. The venue is now available to choose on meetings and committees.

Editing a venue

Open a venue from the list and change any of its fields, then click Submit. Changes apply everywhere the venue is used, including on meetings already scheduled there and on the public portal.

Deleting a venue

A venue can only be deleted while it is not in use. If no meeting and no committee refers to it, the Delete button on the edit page removes it. If the venue is used by any meeting or set as a committee's default venue, it cannot be deleted - this protects the historical record and your scheduled meetings. To retire a venue you no longer use, simply stop selecting it for new meetings; past meetings keep it.

Choosing a venue for a meeting

You pick a venue when you create a meeting, and you can set a committee's usual venue when you set up the committee so it is pre-filled for each of its meetings.