Meetings+

Scheduling Service Requests in Google Calendar

You can initiate service requests for multimedia, catering, transportation, alcohol, and alternate room setups by:
  • Invite the services you need to scheduled Google Calendar events, see list below
  • Receive an email with a link to enter your request details in a Google Form.
  • After completion you will receive an email confirmation
  • For edits or changes, simply use the link to update your request
  • Requests can be canceled by deleting the service from your Google Calendar event, or cancelling the entire event
  • Service providers are automatically notified of your requests, modifications, or cancellations and an email confirmation for both modifications and cancellations will be sent

Create Meetings+ Service Requests

  1. Create your event in Google Calendar.
  2. Check availability and invite the room where you plan to hold the event
  3. Requests the meeting services you need by adding them as guests to the event.
    • Services Multimedia, only if you need services or support above the standard equipment in the room
    • Services Catering
    • Services Alcohol
    • Services Room Setup
    • Services Transportation
  4. You will automatically receive an email with a link to a form to provide details of your request. If you check “Send me a Copy of My Responses” you will get an email with a full copy of your responses and a direct link.
  5. NOTE: If you forward the link to your form to someone with a Google account they will be able to edit/update the contents of your form. The form displays only the most recent version and does not record the edit history.  The service provider can identify the last person to edit the form.
  6. To reserve the Corporate Technical Training Center (CTTC) add room CG2-3024-CTTC to your event.  You will automatically receive an email with a link the CTTC reservation form.
  7. Complete your service or CTTC reservation request by clicking on the link to the form(s).  Submit the form per the instructions.  You will receive an email confirming your completed request with a link to edit your request detail in the form.

Editing and Deleting Requests

  1. Click on the emailed link to your completed form, edit the entries and resubmit the form.  The service provider will contact you to review any questions or concerns regarding your request.
  2. To delete the service from the event and continue the event, remove the service from the guest list.  You and the service provider will receive an email confirming the cancellation of the service request.
  3. If you delete the event from the calendar , the service request will be canceled automatically and you and the service provider will be notified of the event/service cancellation by email.
  4. If you modify the date, time, or location for the event, the service request details in the form will automatically be updated to reflect the change.  You will receive an email reflecting the update and a link to your updated form.

Requesting Approval to Serve Alcohol

  1. Add SERVICES ALCOHOL as a guest to the event.  In a few minutes, you will receive an email automatically with a link to a Request to Serve Alcohol form.
  2. Click the link and complete the form per the instructions.  The system will automatically email your request to Event Services and to the Approver selected on the form for their approval.  Once the Approver approves the request via the embedded link, Events Services and you will receive an email confirmation. If the Approver declines your request, you will receive an email confirmation.
  3. If you modify the date, time, or location for the event, the Request to Serve Alcohol will automatically be updated to reflect the change and you will receive an email reflecting the update.  The Approver will automatically receive an updated email requesting approval again.  You, the Approver, and Events Services will receive email confirmations if re-approved, including links to updated forms.
  4. If you cancel the event, the request to serve alcohol will automatically be canceled and you, Events Services and the requester will be notified of the cancellation via email.
  5. If the request to serve alcohol is no longer required, but the event will continue as scheduled, simply delete SERVICES ALCOHOL from the guest list of the event. You and the requester will receive an Email confirming that the request to serve alcohol is cancelled.