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Event Venue Setup: Address, Maps and Directions

Set your event location on Seaty: enter address and postcode, generate AI venue descriptions, add parking and travel directions, or virtual joining info.

Overview

Every event needs a location. Whether you are hosting a performance at a local theatre, a meeting in a community hall, or a webinar online, the venue section captures where your event takes place and helps attendees find it.

At its simplest, venue setup answers one question: Where is this event happening?

Who uses this: Event administrators with permission to edit events.

Key capabilities:

  • Enter venue name, address, city, and postcode
  • Generate venue descriptions automatically with AI assistance
  • Add specific travel directions and car parking instructions
  • Reuse venues from previous events to save time
  • Support virtual events with online joining information
The Venue Setup editor showing the toolbar with Save, Create New, and Find Existing buttons, the venue details form with name, street address, city, and postcode fields, and the About your venue section with the Generate with Seaty AI button and rich text description editorThe Venue Setup editor showing the toolbar with Save, Create New, and Find Existing buttons, the venue details form with name, street address, city, and postcode fields, and the About your venue section with the Generate with Seaty AI button and rich text description editor

How It Works

At a glance: Venue setup follows a simple journey from selecting your venue to providing helpful information for attendees.

1. Choose or create your venue

You start by deciding whether to create a new venue or reuse one from a previous event. If you have hosted events at the same location before, finding an existing venue loads all the details instantly. Otherwise, you create a new venue from scratch.

2. Enter the location details

You provide the venue name and complete UK address. This information appears on your event page and helps attendees understand where they need to go. For virtual events, you can use placeholder text like "Online" in the address fields.

3. Describe the venue

You can write a description of the venue or generate one automatically using AI. The description helps attendees understand what to expect when they arrive, covering details like the venue's character, facilities, and atmosphere.

4. Add travel and parking information

You provide directions to help attendees find the venue, including public transport options and driving routes. You also add car parking instructions covering where to park, any costs, and alternative options.

Think of it this way:

  • Venue details tell attendees where to go
  • Descriptions help attendees know what to expect
  • Directions and parking help attendees get there smoothly

Venue Details

Field Limits:

  • Venue name is required (maximum 100 characters)
  • Street address (maximum 100 characters)
  • City (maximum 100 characters)
  • Postcode (maximum 100 characters)

Name - The full venue name as it appears to attendees. Include room or space name if relevant (e.g., "The Grand Theatre - Main Auditorium").

Street Address - Complete street address including building number. Use standard UK address format.

City - Town or city name.

Postcode - Full UK postcode with a space between the outward and inward codes (e.g., "M1 1AA" not "M11AA"). Correctly formatted postcodes enable map integration.

Rich Text Content

Three rich text fields allow you to provide additional information:

Venue Description - General information about the venue (maximum 2,500 characters). Supports headings, bold, italic, and lists. Visible on the public event page.

Directions - Specific travel directions (maximum 2,500 characters). Helpful for venues that are hard to find. Include public transport routes, landmarks, and approach roads.

Car Parking Instructions - Where and how to park (maximum 2,500 characters). Cover parking location, restrictions, costs, and alternative parking options.

The venue editor scrolled to show the description rich text editor, the directions field, car parking instructions field, and the Venue map section with an Add a map buttonThe venue editor scrolled to show the description rich text editor, the directions field, car parking instructions field, and the Venue map section with an Add a map button

AI-Generated Descriptions

Click "Generate with Seaty AI" to automatically create a venue description based on your venue name and address.

Note: All address fields must be completed before AI generation is enabled. The AI creates professional descriptions that you can then edit and personalise.

The About your venue section showing the Generate with Seaty AI button, the description rich text editor with character count, and the directions rich text field belowThe About your venue section showing the Generate with Seaty AI button, the description rich text editor with character count, and the directions rich text field below

Finding Existing Venues

Every venue in Seaty can be reused across multiple events. Click "Find Existing" to search and select from venues used in your previous events.

When you find an existing venue, you can choose to load:

  • Just the venue details (name, address, description)
  • Venue and map coordinates (if the source event had a map configured)

Why reuse venues? Consistent information across your events, faster event creation, and less repetitive data entry.

The Find Existing Venue modal showing venues listed alphabetically with name, city, and postcode, and an info notice that loading maps has been disabled because the event has ordersThe Find Existing Venue modal showing venues listed alphabetically with name, city, and postcode, and an info notice that loading maps has been disabled because the event has orders

Step-by-Step Guide

Step 1: Choose How to Create Your Venue

At the top of the Venue section, you'll see two toolbar buttons:

Create New

  • Appears if you're currently editing an existing venue (one with an ID)
  • Click to clear the current venue and start fresh
  • Creates a brand new venue specific to this event

Find Existing

  • Opens a modal showing all venues from your previous events
  • Venues are listed alphabetically by name
  • Shows venue name, city, and postcode for each option

Step 2: Enter Venue Name and Address

In the "Venue details" section:

1. Venue Name

Enter the complete venue name including any specific room or space:

Examples:

  • "The Grand Theatre - Main Auditorium"
  • "St Mary's Community Hall"
  • "Riverside Arts Centre - Studio 2"
  • "Manchester Central Library - Conference Room A"

For virtual events: Use "Online" or platform name:

  • "Online via Zoom"
  • "Virtual Event"
  • "Online Webinar"

2. Street Address

Enter the full street address including building number:

Examples:

  • "123 High Street"
  • "The Community Centre, Park Road"
  • "Unit 4B, Industrial Estate"

For virtual events: Leave blank or enter "N/A"

3. City

Enter the town or city name:

Examples:

  • "London"
  • "Manchester"
  • "Edinburgh"
  • "Cardiff"

For virtual events: You can enter "Online" or leave blank

4. Postcode

Enter the complete UK postcode in standard format:

Examples:

  • "M1 1AA"
  • "SW1A 1AA"
  • "EH1 1YZ"

For virtual events: You can enter "ONLINE" or leave blank

UK Postcode Format:

  • Outward code + space + inward code
  • Example: M1 1AA (not M11AA)
  • Correctly formatted postcodes enable map integration

Step 3: Generate or Write Venue Description

In the "About your venue" section:

Option 1: Generate with AI

  1. Ensure all venue address fields are completed
  2. Click "Generate with Seaty AI" button
  3. The AI creates a description based on your venue details
  4. Review and edit the generated content if needed
  5. You can regenerate if you're not satisfied with the result

What AI generates:

  • Professional venue introduction
  • Context-appropriate tone for your event type
  • Highlights based on venue name and location
  • Suitable starting point for further customisation

Option 2: Write Manually

Click into the description field and compose your own:

What to include:

  • Brief history or background of the venue
  • Notable features (architecture, facilities, atmosphere)
  • Capacity and space characteristics
  • Accessibility information
  • What makes this venue special

Example - Theatre Venue:

The Grand Theatre has been entertaining audiences since 1875.
This beautiful Victorian playhouse features ornate period
architecture and excellent acoustics. The 450-seat auditorium
offers intimate performances with clear sightlines from every
seat. Fully accessible with lift access to all levels.

Example - Community Hall:

St Mary's Community Hall is a welcoming space in the heart
of the village. Recently refurbished with modern facilities
while maintaining its character, the hall provides a
comfortable setting for performances and events. Free parking
available on site with disabled bays near the entrance.

Example - Virtual Event:

This event takes place entirely online via Zoom. Join from
the comfort of your own home - all you need is an internet
connection and a device. The Zoom link will be sent to your
registered email address 24 hours before the event.

Character limit: 2,500 characters (including formatting)

Step 4: Add Directions

In the "Do you have any specific directions?" section:

Provide clear travel directions to help attendees reach the venue.

What to include:

  • How to reach the venue by car (major roads, junctions)
  • Public transport options (bus routes, nearest stations)
  • Key landmarks or reference points
  • Any unusual routing or hidden entrances
  • Walking directions from transport hubs

Example - City Centre Venue:

By Car: From the M60, take junction 12 and follow signs for
City Centre. The venue is located on High Street near the
Town Hall.

By Train: Manchester Piccadilly station is 10 minutes walk.
Exit onto Fairfield Street, turn left and continue onto
Portland Street, then right onto High Street.

By Bus: Routes 42, 43, and 142 stop directly outside on
High Street.

Example - Rural Venue:

The village hall is located at the end of Church Lane. From
the main A123 road, turn onto Church Lane at the war memorial.
The hall is 200 metres on your left, just past the church.

Parking is in the field behind the hall - follow the signs
from Church Lane.

Example - Virtual Event:

This is a virtual event - no travel required! You'll receive
your Zoom joining link via email 24 hours before the event
starts. Make sure to check your spam folder if you don't see it.

Technical requirements: Stable internet connection,
computer/tablet/smartphone, latest Zoom app installed.

Character limit: 2,500 characters

Step 5: Add Car Parking Instructions

In the "Do you have any specific car parking instructions?" section:

Help attendees understand where and how to park.

What to include:

  • On-site parking availability and location
  • Parking charges or restrictions
  • Disabled parking provisions
  • Alternative parking locations nearby
  • Time restrictions or permit requirements

Example - Theatre with Own Car Park:

Free parking is available in the theatre car park accessed
via Back Street. Enter your vehicle registration at the box
office to validate your parking. 50 spaces available
including 4 disabled bays near the main entrance.

The car park closes 30 minutes after the performance ends.

Example - Street Parking:

Street parking is available on High Street and surrounding
roads. Parking is free after 6pm on weekdays and all day
Sunday. Disabled bays are located directly outside the venue
entrance.

Alternative: The multi-storey car park on Park Road is 5
minutes walk away (£3 for 4 hours).

Example - Park and Ride:

We recommend using the Park and Ride service from Junction 15
(follow brown tourist signs). Parking is free and buses run
every 15 minutes, stopping right outside our venue.

Limited on-street parking is available but spaces fill up
quickly on event nights.

Example - Virtual Event:

No parking needed - enjoy the event from home! We recommend
finding a comfortable spot with good Wi-Fi coverage and
minimal distractions.

Character limit: 2,500 characters

Step 6: Save Your Changes

Once you've completed the venue information:

  1. Click the Save button in the top toolbar
  2. All venue details are saved with your event
  3. The venue becomes available for reuse in future events

Important: If there are validation errors (such as a missing event name or invalid event tag in other sections), the Save button will show tasks that need completing before you can save.

Finding and Reusing Existing Venues

Why Reuse Venues?

If you regularly host events at the same location, reusing venues saves time:

  • All venue details are pre-filled instantly
  • Consistent information across your events
  • Updates to shared venues can apply across events
  • Faster event creation workflow

How to Find Existing Venues

  1. Click "Find Existing" in the toolbar
  2. The venue search modal opens showing all your organisation's venues
  3. Venues are listed alphabetically with city and postcode
  4. Click a venue to select it

What Gets Loaded

Basic Selection: When you click a venue from the list:

  • Venue name, address, and postcode
  • Venue description
  • Directions and parking instructions

Advanced Options (if available): If the source venue has additional features configured and your current event has no orders yet:

  • Venue & map: Loads venue details plus map coordinates
  • You'll see options to choose what to load

Important: Seating plans cannot be loaded from existing venues using this interface. You'll need to recreate seating plans in the Seating Plan section.

Best Practices

Writing Effective Venue Descriptions

Be specific and accurate

  • Don't exaggerate or oversell
  • Mention real features attendees will experience
  • Update descriptions if venue circumstances change

Include practical information

  • Accessibility features
  • Facilities available (toilets, refreshments, cloakroom)
  • What to expect on arrival

Set the atmosphere

  • Historical context adds interest
  • Architectural details paint a picture
  • Character and ambiance help attendees anticipate the experience

Keep it concise

  • Front-load important information
  • Use short paragraphs for readability
  • Aim for 150-300 words unless more detail genuinely adds value

Providing Helpful Directions

Consider all transport modes

  • Not everyone drives - include public transport
  • Walking routes from transport hubs
  • Cycle parking if available

Use clear landmarks

  • "Opposite the Town Hall" is more helpful than "On High Street"
  • Reference well-known buildings or features
  • Describe what attendees will see as they approach

Be explicit about tricky access

  • Hidden entrances that aren't obvious
  • Buildings with multiple entrances
  • Shared venues with confusing signage

Test your directions

  • Ask someone unfamiliar with the venue to follow them
  • Google Maps link can help but written directions still matter
  • Update if road layouts or landmarks change

Car Parking Information

Be honest about availability

  • If parking is limited, say so
  • Suggest arrival times for best chance of spaces
  • Recommend alternatives proactively

Include costs upfront

  • Parking charges should never be a surprise
  • Payment methods accepted
  • Any validation or discount schemes

Cover accessibility

  • Disabled parking location and number of spaces
  • Drop-off points for those with mobility issues
  • Distance from parking to venue entrance

Mention restrictions

  • Time limits on street parking
  • Resident permit areas to avoid
  • Height restrictions in car parks

UK Address Standards

Postcode formatting

  • Always include a space: "M1 1AA" not "M11AA"
  • Use uppercase for consistency
  • Verify postcodes are real (Royal Mail postcode finder)

Address structure

  • Building name/number, street name
  • District or locality (if applicable)
  • Town or city
  • Postcode
  • Don't include county (not needed for postcodes)

Example correct format:

Name: The Community Centre
Street: 45 Church Road
City: Birmingham
Postcode: B15 3TN

Using AI Generation Effectively

When AI works best:

  • Well-known venues with distinctive names
  • Standard theatre, hall, or centre names
  • Clear location indicators in the address

When to edit AI output:

  • Add specific details AI can't know (recent renovations, unique features)
  • Adjust tone to match your organisation's voice
  • Include practical information like accessibility specifics

Regenerating content:

  • Try different venue name formats if first attempt is generic
  • Add more context to venue name field temporarily
  • Use AI as starting point, always personalise afterward

Common Questions

Editing and Updates

Can I change venue details after people have booked?

Yes, you can update venue information at any time. Changes to the venue details do not affect existing bookings or orders. However, significant venue changes (like moving to a different location) should be communicated to existing ticket holders directly.

What happens if I change the venue address - will the map update?

Changing the address in the Venue Setup section does not automatically update map coordinates. If you have configured a map in the Map section, you will need to update the map separately to reflect the new location.

What if I made a mistake and want to start over?

If you are editing an existing venue and want to create a new one instead, click "Create New" in the toolbar. This clears the current venue and gives you blank fields. Remember to save your changes.

Reusing Venues

Can I use the same venue for multiple events?

Yes. This is one of the key benefits of Seaty's venue system. Once you have created a venue, use "Find Existing" when setting up future events to load all the venue details instantly.

Will updating a venue affect other events using it?

When you edit venue details, changes may affect future events that use this venue through "Find Existing". Past event records are generally not affected. If you need event-specific venue details, create a new venue instead of modifying a shared one.

Required Fields and Virtual Events

Do I need to fill in all the fields?

Only the venue name is strictly required. The street address, city, and postcode fields are strongly recommended for in-person events as they help attendees find your venue. The description, directions, and parking fields are optional but highly recommended. They significantly improve the attendee experience by providing helpful information upfront.

Can I create a venue without an address?

For virtual events, you can use placeholder text like "Online" in the address fields. However, the fields themselves need to contain some content. For in-person events, complete venue addresses are essential.

AI Descriptions

How does the AI know about my venue?

The AI does not have prior knowledge of your specific venue. It generates descriptions based on the venue name, location, and your organisation context. The more distinctive your venue name, the better the AI can create relevant content. Always review and customise AI-generated descriptions to add venue-specific details.

Attendee Visibility

Can attendees see all the venue information?

Yes, venue details appear on the public event page. Venue name and address are prominently displayed. Venue description appears in the event details section. Directions and parking information are available to help attendees plan their visit. The venue information integrates with the map (if configured) to provide a complete location experience.

Next Steps

After configuring your venue:

Configure the Map

If your event has a physical location, add an interactive map:

  • Venue Maps
  • Shows Google Maps location
  • Provides directions and street view
  • Helps attendees find your venue

Complete Event Details

Return to the Event section:

  • Event Details
  • Add or refine your event description
  • Set event category and type
  • Configure event settings

Add Event Images

Upload promotional images:

  • Event Image
  • Event poster or header image
  • Photo gallery images
  • Venue photos to complement descriptions

Set Up Ticketing

Configure how tickets are sold:

Need help? Visit our Organiser FAQ or contact support.