Room Reservation
Purpose:
This SOP will serve as a centralized policy on “how-to” reserve one of the public spaces room within the Raleigh Housing Authority. This includes the 3rd Floor Library, 2nd Floor Training Room, 2nd Floor Conference Room, and 971 Harp. This can also be used in conjunction with reserving the project and video recorder from IT.
Steps:
1. Open up the calendar in your outlook. This can be either the online or desktop app version.
2. Along the top you can click on New Appointment, or you can right click on the day of the appointment in your calendar and choose New appointment.
a.
3. Fill out required fields
a. Title I suggest date/time/name of function but just keep it functional and understandable
b. Start Date/Time – Very important and be as accurate as possible
c. End Date/Time-Important as well.
d. Location- This is where you will determine which room you are requesting. The names of the room are:
i. 2nd Floor Conference Room
ii. 2nd Floor Training Room
iii. 3rd Floor Library
iv. 971 Harp.
e. Please note, if the room is available it will say Available next to a picture of a clock and if its not available it will say Busy next to a picture of a clock.
4.
You will also notice that once you set the
location it adds the room to the require invite field.
5. You can also now invite others to this so it will put this on their calendars as a reminder without having to do a separate invite.
6.
You can also add “Projector” or “Video Recorder”
to the required invite field to reserve those
a. VERY IMPORTANT- RESERVING THE PROJECTOR OR VIDEO RECORDER ON HERE DOES NOT FORGO THE NEED FOR A TICKET. THIS IS JUST TO RESERVE THEM BUT WE NEED A TICKET SO WE CAN TRACK OUR SETUP TIMES.
7. Once done-Click Sent.
8. You will receive an email shortly confirming your room reservation. If you try to reserve a room when its already reserved you will receive an email denying your reservation due to the conflict. You will then need to edit the calendar entry and either select another day or find another room.