Facility Reservations: How to Reserve a Computer Lab or Conference Room

The Question is: Is this Reservation for a Public Event or is it Internal?
(Reservations for facilities other than computer labs and conference rooms must be made through the Activities Office)

The directions for a Public Event (that will show up on public calendars) are slightly different from the directions for an Internal Event (IEP meeting, computer lab for classroom use), with the main difference being the Category that you will choose. If you have questions after reading through these directions, please feel free to contact me. I'm happy to walk you through the process. -- Joyce, ext. 500

How to calendar a meeting or event and reserve a facility:

1. Is this an event that the public (parents, students, community) is invited to or needs to be aware of?
If yes, it should be listed on the Public Calendars.  If no, go to 2.
(Please note: Public Calendars are accessible on the following webpages: Main Page, left side bar link called Searchable School Calendars; a Mini Calendar is also included on many other pages on right side bar; Left side bar link on each School's webpage)

Follow these steps to reserve a facility or calendar an event that the public is invited to or needs to be aware of:

  1. Check the availability of your facility (conference rooms, computer labs, etc.) on the Staff Tab - Facility Use Calendar
  2. After confirming availability as noted in #1, reserve the facility:
  3. Log on to website with user name/password     
  4. Click on Calendar Admin link on left (if you don't have a Calendar Admin link contact Mark or Joyce for access)
  5. Click on the Date you want to reserve
  6. Enter Event Title
  7. Choose Your School for Category (Your Choices: Elementary, Intermediate School, Middle School or High School)
  8. Add Begin Time and End Time
  9. Choose Location (scroll down menu - ie. Building that the facility/room is in)
  10. Click on Yes, a facility is required
  11. Choose Facility(s) (scroll down menu)
  12. Change Begin Time and End Time if set-up or take-down time is needed
  13. If recurring, add recurrence info - now includes option to select random dates
  14. Click on Submit New Event

 

2. Is this an internal scheduling of facilities (such as computer lab, conference room, library, etc.) for a meeting or class?
If yes, it should not be listed on the Public Calendars.

Follow these steps to reserve a facility or calendar an event that is internal:

  1. Check the availability of your facility (conference rooms, computer labs, etc.) on the Staff Tab - Facility Use Calendar
  2. After confirming availability as noted in #1 reserve the facility:
  3. Log on to website with user name/password     
  4. Click on Calendar Admin link on left (if you don't have a Calendar Admin link contact Mark or Joyce for access)
  5. Click on the Date you want to reserve
  6. Enter Event Title
  7. For your Category, Choose School Day Facility Reservation (not your school) (by using this category, reservations for facilities will no longer show up on our public calendars)
  8. Add Begin Time and End Time
  9. Choose Location (scroll down menu - ie. Building)
  10. Click on Yes, a facility IS required
  11. Choose Facility(s) (scroll down menu - ie. Room)
  12. Change Begin Time and End Time if set-up or take-down time is needed
  13. If recurring, add recurrence info - now includes option to select random dates
  14. Click on Submit New Event

 

To print these directions, highlight the text, go to File, Print, and choose "selection" for your print range.