Planning a Meeting or Event

Step 1:   What to consider when planning a meeting

  • What room(s) will accommodate the number of people?
  • Does the room have all the required services?
  • What day and time will the meeting be held?
  • How long is the meeting/event?  (include set up and breakdown time)
  • How many people will be attending? 
  • What services are needed?
    o Food
    o Room set up
    o Additional tables/chairs
    o Custodial
  • What technology is needed? 
    o Audio
    o Video
    o Computer (desktop)
    o Laptop
    o Conference phone
    o Projection
    o Microphones
    o Network connectivity
    o Other

If you have questions about planning a meeting or event, contact Connie Simmons, ext. 4435.

 

Step 2:  Scheduling a room electronically

Once the location and needs have been determined, schedule the room via Microsoft Outlook.  Be sure to indicate all requirements when scheduling the event.  If a room cannot be scheduled via Outlook, please contact the delegate listed for that space.

If you are scheduling a room from an Academy-owned computer, schedule through the Outlook 2010 Client.   
If you are scheduling a room from a home computer, schedule through Outlook Web Access (OWA).

Please contact ITS Support Desk at ext. 3693 if you are having a problem scheduling a room electronically.

 

Step 3:  Contact the support provider

Once you have reserved your room, you should contact the support providers for any special needs such as room set up, catering or technology support. 

  • Facilities (set up, tables, custodial, etc), Connie Simmons, ext. 4435
  • Catering (food and catering services), Cindy Jerge, ext. 3468
  • ITS Support Desk (technology support), ext 3693 or itservices@exeter.edu
    Not all rooms require support by ITS.  Phillips Church and Music Building have a delegate who supports events in their respective location.  If ITS support is required in these locations, it is coordinated through the room delegate.

 

FAQs

Who do I call if I have questions about scheduling electronically?
Contact the ITS Support Desk at ext. 3693.

Who do I call for help or questions on planning an event?
Contact Connie Simmons at ext. 4435.

How do I cancel a recurring event?
To delete a recurring event, go to the date and time of the scheduled event you wish to delete. Upon opening the event, you will get a Open Recurring Item dialog box, indicating, "This meeting is a recurring appointment.  Do you want to open only this occurrent or the series?" 

To cancel the entrie series, select the option to Open the series, OK and select Cancel Meeting, select Delete the series, OK

To cancel one meeting and not the entire series select Open this occurrence, OK,  select Cancel Meeting. select Delete this occurrence, OK.

In both cases, an email will be sent to the delegate of the room calendar.