All meeting rooms in Village Hall and the Emergency Operations Center should be reserved using Microsoft Outlook.

Reserving a Basic Meeting Room

Use this procedure if your meeting or event:

  • Is during regular business hours
  • Requires no directional signage
  • Requires no special room set up (moving of tables, chairs, etc.)
  • Has no significant A/V needs, aside what’s readily available in the room (such as a phone)
  1. Open Outlook 2016 and select Calendar, then click the "New Meeting" button.
  2. Enter "To" and "Subject".
  3. Click the "Rooms" button.
  4. Double-click the room you wish to use from the provided list and then click the "OK" button. A description of each of these rooms in included guide for Scheduling Rooms. The selected room should now be in the "To" and "Location" fields.
  5. Select a date and time for the meeting. Use the "Scheduling Assistant" (as you would any other meeting) to check on availability of invitees. Once you have selected a date and time, click "Send".
  6. You will then receive an email message indicating your room reservation request has been received and is pending approval from the room Booking Delegate.
    • If the room you wish to reserve does not have a Booking Delegate, you will receive an email approving or denying your reservation request based solely on room availability.
    • If the room has a Booking Delegate (a.k.a., requires someone's approval), you will receive a second email approving or denying your reservation request.
    • If you attempt to reserve a room that has already been booked, you will receive an automatic denial on your room request via email.

Why Use Outlook Calendar to Schedule Meetings?

Using Outlook Calendar and the steps in the guide will ensure the following:

  • The room you would like to use is reserved for your meeting or event.
  • Attendees know where (and when) the meeting/event is taking place.
  • You will have the equipment and set up you need for your meeting/event.
  • Canceled meetings/events are easily managed, as all attendees are automatically alerted of the cancelation and the room will become available for others to use.

Refer to the Scheduling of Rooms Guide for:

  • A list of meeting rooms, including room capacity, resources in the room, and standard room set up.
  • Reserving a meeting room after normal business hours.
  • Tips such as procedures for canceling a meeting, setting up a recurring meeting, and procedures to lock or unlock doors.

Questions? Please contact the Helpdesk.