A list of available meeting and drop-in spaces can be found here.
You may have noticed that the “Room Finder” feature in the Scheduling Assistant doesn’t show any building lists or rooms at UW. This feature is currently unsupported.
Find a room by adding them as Optional Attendees in Scheduling Assistant.
There are a few ways to find available meeting spaces, but using the Scheduling Assistant is the most versatile, especially when considering multiple spaces, multiple attendees, recurring events, etc.
- Bring up the event details, by clicking on “More options” when creating an event.
- Click on the “Scheduling assistant” tab as shown on the image on the right.
- Click on “Add Optional Attendee” in the left pane in Scheduling Assistant.
- Type the building name or room number to search for the desired meeting room.
- Select one or more rooms from the drop-down list.
This method allows you to identify one or more rooms available at the same time as your meeting attendees.
Using the Scheduling Assistant to find meeting rooms.
Notes:
- The semi-opaque window shows your meeting time and it overlaps over all attendees.
- A red window shows a conflict, either in your calendar, one of the other attendees, or the room.
- A green window therefore means everyone and the room are available.
- For recurring events – Sorry but the Scheduling Assistant will show a time as available – even if there is a conflict on a different day. You have to manually check all the recurring dates. (See the section on Confirming your reservation below).
Important Reminder – Once you find a room that works for you, remove all other rooms from the optional attendee list.
Failing to do so will likely result in you reserving multiple spaces for the same event.
Bonus-Room Reservation
Adding a room as an optional attendee also reserves it for your meeting. Provided you have the authority to reserve the room, and it is available, you will receive an email confirming your reservation.
Confirming your reservation
Sometimes, you just need to be sure that you did reserve a room and/or that your reservation was actually accepted. This is especially true of recurring reservations, where a conflict might be far in the future and easy to miss.
An event appearing on your calendar doesn’t guarantee the meeting room is reserved for you.For recurring events, if there is a conflict on any date, the entire reservation is declined. |
Ways to confirm your reservation:
- Pay attention to your email: Confirm that you got an email saying, “Your meeting request was accepted.”-If you are making multiple reservations at the same time, pay attention to the date and location in the email.
- Check the event details: On your calendar, make sure the room is listed as an attendee AND is shown as either attending the meeting or accepting your meeting invitation.-If it states that the room has not yet responded, check again after a few more minutes. This process can take five or more minutes for your mail client to receive the email and integrate the response into your calendar.
- When you need to be 100% certain: Check the room calendar, not your calendar. Use the “Add Calendar” button in the calendar view in Outlook and search for and add the room calendar to your list of calendars. Then actually view and check the room calendar to confirm that your event is listed in the room’s calendar.
If something does not look right, email ihelp@uw.edu with your reservation questions, and we’ll assist.