Haskayne Internal Meeting Rooms: Self-booking

How to self-book an internal meeting room

The following Internal Haskayne meeting rooms may be booked directly by Haskayne faculty and staff:

  • SH121 CIBC Meeting Room (Capacity 16)
  • SH145 Bank of Montreal Meeting Room (Capacity 16)
  • SH221 Meeting Room (Capacity 16)
  • SH245 Trans Canada Pipeline Meeting Room (Capacity 16)
  • SH300B Centre Suite Meeting Room (Capacity 6)
  • SH300J Centre Suite Meeting Room (Capacity 8)
  • SH423 Warren Room Meeting Room (Capacity 16)
  • SH447 Dome Meeting Room (Capacity 16)
  • SH473 New Meeting Room 'fishbowl' (Capacity 24)

When you create a meeting in your Outlook calendar, the room is invited.

If the room is available, you will receive an ‘accepted’ email from the room. The room has added the meeting to its calendar.
You can delete your meeting at any time and the room booking will be removed from the room calendar as well.

If the room is not available, you will receive a ‘declined’ email from that room. The room will not be added to the meeting in your calendar.
If you receives a ‘declined’ email from the room, it’s up to you to delete your meeting or change the meeting to another time or room.

 

Booking a Meeting Room for yourself and other attendees

  1. Open your Outlook calendar.
  2. Right-click the day/time of the meeting and select “New Meeting Request”.
  3. Fill in the subject field.  Do not fill in the location field; it will be auto-filled later.
  4. Adjust the start and end times as necessary.  For recurring meetings select the “Recurrence” button on the ribbon bar menu and select the required recurrence schedule.
  5. Select the “Scheduling Assistant” button on the ribbon bar menu.
  6. Select the “Add Attendees” button in the lower left corner.
  7. Enter the names of the users to invite in the Search field and use the “Required” button to add them to the list.
  8. Use the “OK” button when you are finished adding names.
  9. Select the “Add Rooms” button in the lower left corner.
  10. Enter the name of the meeting room in the Search field and use the “Rooms” button and then the “OK” button to add the room to the list of attendees.
  11. The list of attendees should now show the names of all users you wish to attend the meeting, as well as, the name of the meeting room.
  12. Use the “Send” button to complete the room booking and email a meeting invitation to all attendees.  You will receive an email confirming or denying your request for the room booking.

 

Booking a Meeting Room for yourself only

  1. Open your Outlook calendar.
  2. Right-click the day/time of the meeting and select “New Appointment”.
  3. Fill in the subject field.  Do not fill in the location field; it will be auto-filled later.
  4. Adjust the start and end times as necessary.  For recurring meetings select the “Recurrence” button on the ribbon bar menu and select the required recurrence schedule.
  5. Select the “Scheduling Assistant” button on the ribbon bar menu.
  6. Select the “Add Rooms” button in the lower left corner.
  7. Enter the name of the meeting room in the Search field and use the “Rooms” button and then the “OK” button to add the room to the list of attendees.
  8. The list of attendees should now show your name, as well as, the name of the meeting room.
  9. Use the “Send” button to complete the room booking.  You will receive an email confirming or denying your request for the room booking.