Is it possible in CiviEvent to prevent a location from being booked? Such as:

  1. location isn't available
  2. location is already booked for a different event
  3. holidays

Would it also be possible to notify the users of this?


Ren, welcome to SE! I think you may need to be clearer about your use case. In particular you say user twice, when I suspect the first may be an admin and the other a general user.

There isn't a mechanism to stop a venue being bookable, but you can make individual events not active in Manage Events >> edit specific event >> location tab. Does that do what you want. You can also allow booking only for a specific time in the online booking tab which may also do what you need. Making some assumptions here of course without more detail.

UPDATE based on comments below. There is currently no facility in CiviCRM to manage allocation of locations. It just holds location as a simple list and does not hold any time information against locations so cannot manage availability. You could write and extension, but it would be quite substantial as you would be doing a room booking system. If you have an external room booking system you might be able to do an integration as an extension but again quite a bit of work. I would suggest something external to CiviCRM as being the easiest option. Maybe a shared calendar.

  • Thanks for the quick reply. One of the things that we need to do is block or lock a location from being booked by different events for the same date and time. This is more like location/venue management than event management. Oct 15 '19 at 7:08
  • Please edit your original question and explain how your events are currently set up. Users can't book a venue without you doing something to make that possible. Just to be clear: are you talking about CiviEvents or are you referring to an extension?
    – Aidan
    Oct 15 '19 at 7:17
  • The standard way of using Civi|CRM has an event booking system rather than a location booking system and the allocation of location to events isn't checked in the way that you want. But I think you need to describe your set up in more detail to see what might be done.
    – Mick Kahn
    Oct 15 '19 at 12:29
  • So far, we only have the basic core extensions and are only relying on what CiviEvents can do. Is there an existing extension that can provide what we need? Or otherwise, how do we avoid booking a location that is already booked by an event? Oct 16 '19 at 8:18
  • Ren - we still need more information on the use case to advise you. Firstly when you are talking about users do you mean people setting up events or wanting places at the event. Normally we'd talk about booking for the second case but you may be using it for the first. This is how I think most people organise events - next comment...
    – Mick Kahn
    Oct 16 '19 at 10:32

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