Reserve A Room

To reserve a conference room start by clicking the "Create" button in Google Calendar

Give your meeting a title
Set the date and time the meeting will be held
Add any Guests you would like to attend the meeting
Add a UDOT conference room by typing "UDOT_RM" this will show you a list of UDOT conference rooms
If the room doesn't have UDOT_RM ahead of it then you are reserving a vehicle "VH" or a different agencies conference room
Add a description to your calendar event to allow others to know what the meeting will be about

Tips

If no conference rooms are available you will need to change the time of your meeting
Notice the number in parenthesis (#) This is the number of seats around the conference room table
Be sure to reserve a meeting that will fit everyone you have invited
If you want to narrow your search down even more try searching for UDOT_RM-CO to search the Complex, or type in UDOT_RM-R1 to find a room at Region One
If a number proceeds a conference room, such as 1st, 2nd, etc this denotes the floor of the building the room is on.

If you want to add a specific room to your meeting you can search for that room by typing part or all of the conference room name
If you can't find a room you may need to increase or decrease your search parameters
It is also possible that the room you are looking for is already reserved
To see a list of all UDOT conference rooms click on the "Available rooms only" dropdown and select "Include unavailable rooms"

If you are inviting external guests to a meeting, that are unfamiliar with our conference rooms, make sure to add a location with an address to help everyone know what building your meeting is at
Consider including instructions for your non UDOT guests for how to access the building (i.e. Please arrive 5 - 10 minutes early for the meeting to give yourself ample time for the check in process of the building, and be sure to bring your government issued ID)
You can also add Google Meet video conferencing to any meeting so anyone can attend without having to travel
If you need to you can even book different rooms at different buildings for those that will be attending remotely

Once you have added all of the necessary information to your calendar event click "Save"

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