DoIT Self-scheduling Meeting Rooms

This document provides information on how DoIT staff can self-schedule a DoIT meeting room. Most meeting rooms can be reserved directly through your Outlook calendar in Office 365. Information regarding the technology, furniture, and functional abilities requirements of each meeting room are shown below.

To reserve a DoIT self-scheduling meeting room, confirm its availability using its Office 365 calendar. Then invite the room to your meeting as one of the attendees using Outlook.

Rules Governing DoIT Self-scheduling Meeting Rooms:

  • Meeting naming convention: meeting title/initials of person booking/number of people attending/meeting owner
    • Example: CIO exec team/BM/17 ppl/Brooks
  • Room reservations are first-come, first-served.
  • Meetings cannot be scheduled more than 30 days in advance.
  • Meetings cannot be longer than two hours (120 minutes) in length.
  • Recurring meetings are not allowed.
  • Double-booking or scheduling conflicts are not allowed.

Departmental Assistants (DAs) have editor rights, which means they can create, edit, and delete events in a self-scheduling room calendar. If you need to schedule a recurring meeting or a meeting that is longer than two hours (120 minutes), please contact your designated support person.

Making events private will hide details and attachments, but will still expose attendees. If you need to self-schedule a private event where the attendees are confidential, be sure to create a separate calendar event for inviting the room.

Be sure to cancel reservations no longer needed.

AV Support Expectations

DoIT Departmental Support may not be able to offer immediate support. If you are not familiar with equipment, please plan ahead and test to ensure you know how to properly use it.

DoIT Departmental Support can arrange and provide training upon request.

For critical events such as interviews or large presentations where you need on site assistance, please email support@doit.wisc.edu at least 3 business days prior with the following information:

  • Date, time, and location of the presentation
  • Facilitator's name and contact information
  • Availability of the facilitator

Rooms with video conferencing equipment have laminated instruction sheets. If a sheet is missing, or for more detailed instructions go to Hybrid Room Instructions

List of Self-scheduling Meeting Rooms

 

Keywords:
facilities meeting room reserve request schedule scheduling self-scheduling O365 book hold secure conference rooms cisco webex roomkit room kit share teleconference wireless projection screen cast 
Doc ID:
35701
Owned by:
Kit P. in DoIT Departmental Support
Created:
2013-12-10
Updated:
2025-04-10
Sites:
DoIT Departmental Support, DoIT Help Desk, DoIT Staff