Conference and Room Scheduling

Requesting an Appointment/Meeting and Adding a Calendar:

• By viewing the room’s calendar through your WSU Outlook Email/Calendar, you can easily access the room’s availability and quickly request a new appointment. (Please refer to the “Tutorial” section below);
• When requesting a time, please note in the calendar’s reservation detailed information about your event (number of attendees, catering, extra tables/chairs needed, AMS, etc.);
• Please provide names and/or WSU ID numbers of who will need access to the room. When the room reservation is approved, door access will be provided as part of the reservation;
• Requests will be answered within 1-2 business days.

Cancellation:

• Remember to cancel your meeting in the calendar if you decide to change plans for your event. Be mindful of other people as they may need to use the room if it becomes available.

Close All Doors:

• Once your meeting begins, close all doors to ensure that noise from your meeting does not disrupt other offices around the conference room and vice versa;
• Remember to close the doors once your meeting is over and as you leave the room. We have expensive equipment in these rooms and we need to make sure that they are properly secured.

Room’s Arrangement:

It’s OK to change the room’s set up to better suit your event, however, keep in mind to:

• Schedule enough time before and after your event to rearrange and reset the room;

• The original furniture layout of each conference room can be found in the link (under the occupancy column) provided in the table above;
• It’s very important that you reset the room to its original arrangement once your event is done.

Clean up the Room:

• Put chairs back, put away markers, pens and remote controls, clean the whiteboard, turn off the TV, projector and AMS, etc.
• If you are catering, make sure to throw away all left overs in the garbage and tie up the garbage bags as it might release unpleasant odors.

Dean’s Priority:

• Room Priority: We are happy to provide your use of these conference rooms, however, the Dean has the number one priority. If needed, we may ask you to rearrange your event and we will happily give you all the support necessary.