Calendar: Reserve Delegated Room

The following instructions are for reserving a meeting room that require a delegate to approve your reservation request. Instructions are provided for the Outlook client as Outlook is the officially supported Calendar/Email application for Dartmouth College. The following instructions may be applied to other calendar applications but results may vary.

Rooms that require Approval:

  • Vail Room 702
  • Vail Room 703
  • Vail Room 710 (Classroom)
  • While in the Calendar section of Outlook, check the calendar of the meeting room you wish to schedule to confirm there are no conflicts. If you do not have the room calendar added, follow the instructions here: Calendar: Adding Room Calendar. Select your personal calendar from the left hand column as this is where the invitation will come from
    mac_calendar_meeting_01and then click the Meeting button in the top menu
    mac_calendar_meeting_02
  • The Meeting Organizer window will pop up. The detail fields should be filled as follows:
    • From: Make sure your personal account is selected, if a meeting room is selected, select your personal account from the drop down menu
    • To: Leave field blank
      Note: It is important that you leave this field blank until after your meeting has been approved or denied! This will be explained in further detail below.
    • Subject: Subject/Name of your meeting
    • Location: Enter the name and room number you wish to reserve (it will then be added to the “To:” field as well)
    • Starts/Ends: Enter your meeting times (make sure there are no conflicts beforehand)
    • Message field: Any information you would like to add
      mac_delegated_room_01
  • If all of the information is entered correctly, press the Send button in the top menu. Your meeting invitations will be sent to the rooms’ delegate for approval. In the meantime, you will receive an email titled Tentative: Your meeting name. It will also say, “Your request was received and is pending approval.” Your event may show on the calendar but its status may change.
    mac_delegated_room_02
  • Once the delegate has reviewed the meeting request, you will either receive a message titled Accepted: Your meeting name or Declined: Your meeting name.
    • Declined: If the meeting was declined, proceed with the above steps to request a different date/time or follow the instructions at Calendar: Reserve Room for Meetings/Groups to request a different room.
    • Accepted: If your meeting was accepted, you may now invite attendees to the meeting. The reason you do not add attendees when making the original request is because attendees would not receive any updates if the meeting were to be declined and you would not have access to the same meeting organizer to advise them of the change.
  • Browse to the room calendar and double click your meeting. This will open the Meeting Organizer window. You can now add invitees to the To: field. Once finished, click the Send Update button.
    mac_delegated_room_03
  • Meeting invitations will now go out to all of the members you have invited. You will receive another Tentative: Your meeting name confirmation email and, as long as no dates or times were changed, you will almost immediately receive another Accepted: Your meeting name email.
  • While in the Calendar section of Outlook, check the calendar of the meeting room you wish to schedule to confirm there are no conflicts. If you do not have the room calendar added, follow the instructions here: Calendar: Adding Room Calendar. Select your personal calendar from the left hand column as this is where the invitation will come from
    windows_calendar_meeting_01and then click New Meeting in the top menu
    windows_calendar_meeting_02Note: If you have multiple calendars displayed, you may have to choose New Meeting from the drop down menu
  • The Meeting window will pop up. The detail fields should be filled as follows:
    win_delegated_room_01

    • To: Leave field blank
      Note: It is important that you leave this field blank until after your meeting has been approved or denied! This will be explained in further detail below.
    • Subject: Subject/Name of your meeting
    • Location:
      • Click the Rooms… button to the right of the Location field
      • When the Select Rooms: window pops up, begin typing the name of your building and meeting room number in the search bar at the top. The list below will begin to filter based on your input
      • Click on the room you wish to reserve to select/highlight the room and then click the Rooms -> button just below the list
      • Your room name will be added to the field to the right of the Rooms -> button. Click the OK button
        win_delegated_room_02Note: Your room will now be added to the To: field
    • Starts/Ends: Enter your meeting times (make sure there are no conflicts beforehand)
    • Message field: Any information you would like to add
  • If all of the information is entered correctly, press the Send button in the top menu. Your meeting invitations will be sent to the rooms’ delegate for approval. In the meantime, you will receive an email titled Tentative: Your meeting name. It will also say, “Your request was received and is pending approval.” Your event may show on the calendar but its status may change.
    win_delegated_room_03
  • Once the delegate has reviewed the meeting request, you will either receive a message titled Accepted: Your meeting name or Declined: Your meeting name.
    • Declined: If the meeting was declined, proceed with the above steps to request a different date/time or follow the instructions at Calendar: Reserve Room for Meetings/Groups to request a different room.
    • Accepted: If your meeting was accepted, you may now invite attendees to the meeting. The reason you do not add attendees when making the original request is because attendees would not receive any updates if the meeting were to be declined and you would not have access to the same meeting organizer to advise them of the change.
  • Browse to the room calendar and double click your meeting. This will open the Meeting window. You can now add invitees to the To: field. Once finished, click the Send Update button.
    win_delegated_room_04
  • Meeting invitations will now go out to all of the members you have invited. You will receive another Tentative: Your meeting name confirmation email and, as long as no dates or times were changed, you will almost immediately receive another Accepted: Your meeting name email.