Room & Event Scheduling

Overview

The Room Scheduling Process provides a streamlined method for booking and managing meeting spaces and event venues within an organization. This process ensures that rooms are efficiently allocated, minimizing conflicts and optimizing space usage for various events and meetings.

Key Features

  • Online Booking System: Access a centralized platform to view available rooms and book them in real-time.
  • Room Availability: Real-time updates on room availability and scheduling conflicts to facilitate efficient planning.
  • Customizable Setup Options: Choose from various room configurations and setups based on the needs of your event or meeting.

Benefits

  • Efficiency: Streamlines the booking process, reducing the time and effort required to secure meeting spaces and resources.
  • Reduced Conflicts: Minimizes scheduling conflicts and ensures optimal use of available rooms.
  • Enhanced Visibility: Provides a clear view of room availability and booking history for better planning and coordination.
  • Flexibility: Accommodates various room setups and resource requirements, catering to different types of events and meetings.
  • Improved Communication: Automated notifications and confirmations keep all stakeholders informed and aligned.

Available to

  • 25Live: All active faculty,  staff and student groups.  (students do not get access)
  • Outlook: Available to all active faculty, staff and students for specific locations.
  • Room Scheduler: All active faculty, staff and students with access to the Application Portal (HSC).

Requirements

  • Access: Users need access to the room scheduling platform, which may be integrated with organizational systems. 
  • User Permissions: Appropriate permissions and roles to book rooms and manage scheduling based on organizational policies.

Applications

  • 25Live: used by Room Reservations & conference Services
  • Outlook: used by departments for reserving department spaces
  • Room Scheduler: used in conjunction on the Health Science Campus to schedule rooms available to both the University and Hospital faculty and staff.
Cost

This service is provided at no additional cost to eligible* individuals or departments, as it is fully funded by the institution.

*Questions on eligibility, please contact the ITS Service Desk*