How does idloom assign locations and dates?
idloom handles locations and dates at two independent levels.
At the event level, you set a default location and date that applies to the event as a whole. This covers the majority of straightforward cases: one venue, one date, one time zone.
At the ticket level, you can override that default independently for each ticket, session, option, or workshop within the same event. Each ticket can carry its own venue, its own date, and its own time zone, entirely separate from every other ticket in the event.
The two levels work together. You do not have to choose one or the other. An event can have a default location and still have individual tickets that point somewhere different.
This matters because the event formats that are hardest to manage elsewhere (roadshows, hybrid events, multi-track conferences, staggered workshops) all share the same structural problem: different groups of attendees need to be in different places at different times. Ticket-level assignment is how idloom solves that without requiring a separate event for each variation.
The growth in these formats is not marginal. According to LiveGroup's 2024 corporate events report, hybrid event popularity grew by 20% in 2024, and 76% of event organisers report growing demand for hybrid formats. Managing that complexity from a single event setup has become a practical necessity, not an edge case.
What location types does idloom support?
idloom supports three location types, available at both the event level and the ticket level.
- Physical: a venue with a street address. The address appears on the event website, is included in the confirmation email, is added automatically to calendar invites, and is pre-filled with the correct time zone. Example: a conference centre in Brussels for the in-person track of a hybrid event.
- Online: a standard external URL (typically Zoom, Teams, or Webex). The access link is sent to the attendee in their confirmation email and included in their calendar entry. Example: the virtual access link for remote participants joining the same event.
- Online Stage: a custom virtual environment built and hosted inside idloom. Unlike a plain meeting link, the Online Stage is a branded web page the organiser constructs directly in idloom. It can include a live stream or on-demand video, real-time attendee chat, polls and Q&A, sponsor content, resource downloads, and any embeddable content via iframes. The organiser controls the full virtual attendee experience without depending on a third-party tool as the primary interface. Example: a product launch where the online audience receives a custom-branded viewing environment with live Q&A, rather than a generic video call.
A single event can combine all three types simultaneously. One ticket can point to a physical venue, another to an Online Stage, and a third to an external meeting link, all within the same event.
Read the full Online Stage guide
Why manage virtual and in-person events from one platform?
Most event management tools treat virtual and in-person events as separate products: one workflow for a physical conference, a different one for an online broadcast, and no clean path to run both from the same registration setup. idloom is built for the opposite model. Virtual events, in-person events, and hybrid events share the same event structure, the same registration form, and the same organiser dashboard.
idloom is used by more than 1,500 organisations across 40+ countries, with over 55,000 events hosted on the platform. Those events range from single-venue corporate training days to multi-city roadshows running in parallel across time zones, and hybrid conferences where in-person and virtual attendees register through the same form, receive separate confirmation emails with the correct venue address or access link, and are checked in through independent but connected workflows.
For teams managing complex or recurring programmes, the practical outcome is one account, one attendee list, and one reporting view, regardless of whether the event runs in a single city, across multiple venues, or as a combination of physical and virtual attendance. Event and attendee management scales to any format without duplicating setups or splitting data across separate events.
When do you need ticket-level location and date assignment?
Locations and dates are both optional at the ticket level. A ticket can carry a location only, a date only, both, or neither, depending on what it represents. The table below maps the four combinations to real scenarios.
| Combination | When to use it | Example |
|---|---|---|
| Neither location nor date | The ticket requires no scheduling context | A meal-choice add-on or a T-shirt size option |
| Location only | All tickets share the same date but differ by venue | A single-day conference running simultaneously in two cities |
| Date only | All attendees go to the same place but at different times | Staggered workshop slots in one room throughout the day |
| Both location and date | Each ticket has its own venue and its own schedule | A multi-city roadshow where each city runs on a different date |
Because the two attributes are decoupled, combinations that require separate events in most tools stay within a single event setup in idloom. A hybrid event where the in-person track runs on Thursday and the virtual track opens on Friday, at separate locations with separate time zones, is one event with two tickets.
What do attendees receive when their ticket has a specific location or date?
idloom filters what each attendee sees based on their own tickets. An attendee holding a ticket for the Brussels venue does not see the Amsterdam venue details, and vice versa.
After registration, each attendee receives:
- A confirmation email containing only the location and date details relevant to their tickets.
- Calendar entries (Google Calendar, iCal, Outlook) for each ticket they hold. Each entry is pre-filled with the correct venue address or access URL, the date, and the time zone assigned to that ticket.
Time zones are set independently at both levels. The event can carry a default time zone, and each ticket or location can carry a different one. An attendee registering for a session in Singapore and a follow-up session in London receives two calendar entries, each with the correct local time, from the same registration flow.
How does on-site check-in work across multiple locations?
Each location operates as an independent check-in point. Staff at a venue access only the attendee list for that location. No manual filtering, no exporting and splitting lists, no risk of showing Brussels attendees to the Amsterdam check-in desk.
If an attendee holds tickets for more than one location within the same event, they appear in the check-in list for each of those locations. Check-in staff at each venue see them independently, and each check-in is recorded separately.
The assignment is automatic. idloom applies location and ticket rules at check-in without any configuration needed on the day.
When should you use timeslot scheduling instead of a fixed date?
Fixed dates work well when all attendees for a given ticket attend at the same time. But some ticket types work better as a menu of slots that attendees choose from at the point of registration.
Timeslot scheduling is the better fit when:
- Attendees need to book a specific appointment time (test drives, 1-on-1 meetings, lab sessions, consultations).
- Capacity per slot is limited and needs to be enforced automatically.
- The organiser wants to spread attendance across a time window rather than assign everyone to the same start time.
In idloom, a ticket configured as a timeslot calendar displays a date and time picker during registration. The attendee selects their preferred slot, and idloom records it as their ticket date.
Read the timeslot calendar guide
Run virtual and in-person events without the duplication
idloom's ticket-level location and date assignment covers the full range of in-person events, virtual events, and hybrid formats from a single event setup.
Physical venues, branded Online Stages, and external meeting links are all assignable per ticket, with per-ticket calendar entries and location-filtered check-in lists generated automatically.
Start a free 15-day trial or book a demo to see the configuration for your specific event format.