Google Calendar | Reserve Campus Spaces
You can set your work location and reserve many conference and meeting rooms on campus using Google Calendar.
Set your working location
Setting your work location in Google Calendar lets your colleagues and students know whether you’re working on campus or remotely, and makes it much easier to schedule meetings with you.
To set it up, go to your CCAD calendar and choose Settings from the Gear at the top right. Choose Working hours & location from the list on the left.
Set your normal working hours for the day which will help others when inviting you to meetings. You can set hours for one day and click Copy to all at the right, and then adjust as needed.
Set your work location to Office, Home, Unspecified, or Somewhere else which you can specify.
Back on your calendar, you can set your normal weekly schedule, and then adjust individual dates if you’re out of the office or decide to change plans for that day.
Create an meeting/event and reserve space
Event spaces such as Canzani Auditorium, the Screening Room, and multi-purpose rooms are not booked via this feature. Refer to the table below to see Event vs. Meeting spaces. If you would like to schedule an event using an event space use the Event Request Form.
On your calendar, click the desired time of your meeting to start a new event. Give your event a name and description if you want. Then, click Add rooms.
If you only need to reserve a space, don’t add guests yet. This will minimize confusion if the event needs to change time or space due to room availability. Once you’ve finalized your event, you can add guests directly to the calendar invite.
On the All rooms & resources pop up, choose the building first, then the room you want to reserve. You can select more than one room. The rooms that aren’t available during that time are crossed out.
Note the occupancy numbers listed under each room. Make sure the room you want to reserve has enough space for all of your attendees.
After you select the room(s), click the back arrow button at the top left to go back to the event details.
Verify that your event has the room(s) you want to reserve and all the correct information. If everything looks right, click Save at the bottom to create the event.
You will see the event placed on your calendar. If the room is setup to be moderated by an administrator you will receive an email notification of whether your request was accepted or rejected. They may also reach out with questions or alternative times.
Event vs. Meeting spaces
Events spaces must be booked by filling out the Event Request Form. Meeting spaces may be reserved directly in Google Calendar using the Room Resources feature.
Building | Space Name | Event or Meeting Space | How to reserve |
|---|---|---|---|
DSB | 101 Welcome Center Conference | Meeting | Google Room Resources |
DSB | 105A Institutional Engagement Conference | Meeting | Google Room Resources |
DSB | 106C Admissions Conference | Meeting | Google Room Resources |
DSB | 112 Meeting 1 | Meeting | Google Room Resources |
DSB | 113 Meeting 2 | Meeting | Google Room Resources |
DSB | 114 Conference 2 | Meeting | Google Room Resources |
DSB | 127 Presentation Space | Event | Event Request Form |
DSB | 102 Classroom | Event | Event Request Form |
DSB | 126 Classroom | Event | Event Request Form |
Canzani | Auditorium | Event | Event Request Form |
Canzani | Lobby | Event | Event Request Form |
Canzani | Acock Gallery | Event | Event Request Form |
Canzani | Multipurpose Room | Event | Event Request Form |
Canzani | Garden | Event | Event Request Form |
Canzani | IT Conference Room | Meeting | Google Room Resources |
Canzani | Library Conference Room | Meeting | Google Room Resources |
Crane | Multipurpose Room | Event | Event Request Form |
Crane | Lobby | Event | Event Request Form |
Crane | 3rd Floor Multipurpose Area | Event | Event Request Form |
Outdoor Campus Area | Quad | Event | Event Request Form |