Georgetown University: School of Foreign Service in Qatar

Adding resources as meeting participants

A "resource" refers to any space (office, classroom, conference room) that is available to request a reservation through GUQCalendar. Currently, the following resources are available in GUQCalendar:

• Dean's Conference Room (A009F)
• Human Resources Conference Room (A033)
• Faculty/Staff Lounge (A103)
• Lecture Hall A 
• Global Classroom (A023)

In order to reserve a resource, you must invite the resource to your event, just as you would invite a person.

Note: Unlike people, resources in GUCalendar may not be double-booked.

Please take the following steps to reserve a resource:

1. Open a New Meeting window and fill in the general information (see Creating a meeting 
2. If you want to add a resource as a participant, in the box beside Add, type R: and the name of the resource, then press the Enter key.
   
   You will see a list of rooms that you can request a booking for.
   
3. Because resources cannot be double-booked, you must check conflicts.
   
   Note: Inviting the resource to the meeting is NOT a confirmation that you have the room. You must complete the all the steps AND then receive a confirmation via e-mail from the resource owner that your request has been accepted.
   
4. When you create your meeting, you'll be asked if you would like to send an e-mail. (If you're not asked, see Setting Notification Preferences).Don't just assume that the people who maintain a resource are checking their calendars on a regular basis. Use this opportunity to send them an e-mail and make sure they're aware that you want to use the resource.
   
   
   
5. Click on the Yes button to send an e-mail to the resource owners. The Mail Message window will appear.
6. Click on the Resource Designates button (the people responsible for managing this resource will be added to the distribution list).
   
    
   
7. Click on the Send button.
   
   
   
   

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