2008-2009 Standing Reservations Process and Timeline

Educational Communications (EdComm) is beginning its annual "call for standing reservations" in the general purpose auditoria, class and conference rooms scheduled through the online scheduling system (found here: http://roomrequests.ohsu.edu/requestor/ )

A standing reservation is defined as "a recurring meeting that occurs on the same day/date, time and location, and for the same departmental event, on a regular basis; and has existed as a standing reservation for several years."

We have come up with a process that we encourage you to participate in order to (hopefully!) ensure everyone gets their standing reservations while at the same time minimizing confusion and scheduling conflicts.

Scheduling process:

1. EdComm notifies repeat customers to send standing reservation requests to EdComm for each room
   • These customers are noted as having recurring reservations in the system or are known to EdComm as owners of standing reservations
2. Within each room, EdComm checks for conflicts between standing reservation requests
   • Requests should be sent for September 2008 - August 2009 only
   • Requests should ALWAYS include any time needed for set-up or tear-down (i.e. catering needs, etc.)
   • Negotiations may be performed at this time to clarify and resolve request issues
3. Customers will receive "approved request" notification from EdComm, approving the standing reservation details and confirming that there are no known conflicts with the request
4. Customer will enter their own reservation requests into the scheduling system at a time designated by EdComm
   • The reservation system will be open at this time for all customers, so getting your reservations into the system within the timelines noted below will help guarantee your spot is not taken
   • If any scheduling conflicts do arise during this timeframe, please work them out with the person whose schedule conflicts with yours or contact EdComm for assistance

Scheduling timeline:

EdComm "standing reservation request" notification to customers: Fri, 4/18

Customers respond by no later than: Tues, 4/29

EdComm "approved request" notification to customers: Fri, 5/2

Customers enter their approved reservation requests:

Tues, 5/6 - Wed, 5/7: Other Venues
Thurs, 5/8 - Fri, 5/9: BRB and Mac Hall
Mon, 5/12 - Tues, 5/13: BICC and SON
Wed, 5/14 - Thurs, 5/15: CHH

Last day to enter standing reservations: Fri, 5/30

Ground rules:

• Any and all reservation requests should be sent directly to edcomm@ohsu.edu . To expedite the process, communication should be limited to this email box.
• Any and all approved reservations are subject to review as new requests and organizational needs come to light throughout the next Academic Year.
• For more information on reservation management, review our service level agreement, found here: http://roomrequests.ohsu.edu/rooms/reservation-sla.shtml