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Conference Rooms - Reserving a Conference Room

This document outlines the process of reserving a conference room in the HF DeLuca Biochemical Sciences Complex via Outlook.

Conference rooms in the Hector F. DeLuca Biochemical Sciences Complex (HF DeLuca Biochemistry Labs, Biochemical Sciences Building, and Biochemistry Building) can be reserved by inviting the room to an Outlook calendar event. Detailed information about the conference rooms in the complex is available on the Room Reservation Intranet page and instructions for each conference room can be found on the Conference Rooms Topic page.

For information regarding inviting a room to a cloud meeting event (e.g. Zoom, Microsoft Teams, Cisco Webex, or Google Meet), see [Link for document 124634 is unavailable at this time].

If this room request is affiliated with a Biochemistry event, such as a symposium, reception, networking event, or poster session, please complete the Biochemistry Event Intake Form.

Reserving a Room via Outlook Calendar Invitation

  1. Log into the Outlook Web Client or the Outlook Desktop Client using your Wisc email account
  2. Create a calendar event with the correct start and end times, or open an existing calendar event that you want to reserve a room for
  3. Search for the desired conference room as a Participant (not Location)
    Tip: Search for the room number in the Participants field, and the room will likely be one of the top results
    Room Search
    • You can also search for the exact room name; the format for the room name will be BIOC-Address-Room#-Type
    • Example: Room 175 - BIOC-433Babcock-175-Conf
    • Example: Room 1211 - BIOC-440Henry-1211-Audi
  4. You will see a message/icon indicating if the room is available for that time. Verify the room is available before saving your event.

    Room Available

    Room Available

    Room Available

    Room Unavailable

    Room Unavailable

    Room Unavailable

  5. If you want to add a cloud meeting event (e.g. Zoom, MS Teams, Webex, or Google Meet) to the Outlook event, see [Link for document 124634 is unavailable at this time]
  6. Click Send to save your event.
  7. Wait for Room Managers to accept the event invitation to confirm your reservation.


Keywordsconferences conferencing room auditorium auditoria auditoriums class classroom classrooms classes reserve reservation reserved invite invites invitation inviting invited invitations reservations request requesting request bmc biochemistry biochem outlook calendar calendars resource resources cisco video conferencing cloud meet meeting meetings present presenting presentation presentations   Doc ID129601
OwnerPeyton T.GroupCALS Biochemistry IT
Created2023-07-07 08:45:46Updated2023-07-07 11:47:31
SitesCALS Biochemistry Information Technology, CALS Information Technology
CleanURLhttps://kb.wisc.edu/biochem/it/room-reservation
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