How to Book a Conference Room Meeting

How to Book a Conference Room Meeting

The purpose of this KB is to describe the steps to booking a meeting in the available conference/meeting rooms. The benefit to booking a meeting ensures that your time is secured for the mentioned room and avoid conflicts with others who also wish to use it. We highly recommend you also add the room calendar to your outlook before hand for better control and clarity of the events planned by following the KB linked HERE

How to Schedule a Meeting in the Conference Room:
  1. Begin a new meeting in Microsoft Outlook by going to the Home tab under Calendars, then select "New Meeting":


  2. Click the "Location" button and choose the room you wish to meet in by double clicking it, then click "OK":



  3. To confirm the room has been added to your meeting, you can view it under the "Required" and "Location" field:


  4. Add any Required and Optional Attendees by either typing their names into the appropriate field, or clicking the button and searching.


    (Note that if you use the button method, after searching for the person, you will need to select the person and then click either the "Required" or "Optional" button to add them to that appropriate field. Only after confirming that they are added to the appropriate field should you select "OK" to add them to your meeting)

  5. Ensure no others have booked the meeting by using the Scheduling Assistant.
    1. To do this, Click the "Scheduling Assistant" tab:


    2. Then view the window to ensure your attendees are all listed and make sure there are no conflicts.

      Note that this will show availability for ALL attending. Availability will be listed next to the person or room's name and following that row as shown in the examples below:

      Example of NO conflict:
      Notice that the meeting is scheduled for 9:00AM until 9:30AM. Under the scheduling attendant, there is no meetings listed:


      Example of a conflict:
      Notice that the meeting is scheduled for 4:00PM to 4:30PM and under the scheduling attendant you see another meeting for the same timeframe under the attendee "Michael DeSantis" and room "Suite 200 Conference Room" by following the row for each and under the column for 4PM:


      It's best practice to ensure the highlighted blue square (indicating your meeting timeframe) is empty. If not, make sure to confirm with those attendee's to make sure the meeting time works. If it is the room being used, consider another timeframe or a different room.

  6. Fill out the remainder fields including the correct start and end times and any additional information in the body of the invite, then hit "Send" when you are prepared to send the invite.


  7. DONE!

      • Related Articles

      • How to use the Suite 200 Conference Room

        The purpose of this KB is to guide users through the process and steps needed to use the Conference Room setup (Projector, Microphone, etc.) Please do not remove any items from the conference room. If you require any accessories or additional ...

      • How to Add a Room Calendar to your Outlook

        The purpose of this KB is to walk users through the steps of adding a room calendar to their outlook. The benefits of doing so include better visibility of the room's availability, and quick access to events when planning for meetings. How to Add a ...

      • How to find a recorded Teams Meeting

        The purpose of this KB is to help users locate recorded Teams Meetings. Using this guide you will be able to find the recording and share/download as needed. By default, Teams Meetings are stored in this location for 120 days unless downloaded or ...

      • User Guide

        This article includes the Dominion User Guide. The Dominion User guide can be found in PDF Format attached to the bottom of this KB.