MEETINGS AT UT SYSTEM and MEETING ROOM MANAGER A joint presentation by Operations and Support Services and the Office of Technology and Information Services

General Guidelines for Meeting Planning Meeting Rooms are for the use by any System Employee for UT System business. Find the room to suit your needs, rather than booking a room that would require additional staff time and resources. Book rooms with easier public access for meetings with outside vendors. For example, use ASH 2 or CLB 3 rather than OHH 4 or CLB 2.

General Guidelines for Meeting Planning (continued) Per System Policy INT 106 – Meeting sponsors must notify ODOP of meetings that will be attended by more than 10 individuals not employed at UT System Administration by submitting the date, time, and location of the meeting to ODOP at least 48 hours in advance of the meeting to permit ODOP to plan accordingly. Attendees may arrive 30 minutes before the start of the meeting for entry after checking in with the guard. Per System Policy INT 106

General Guidelines for Meeting Planning (continued) Several rooms have been designated as special access and can be viewed and booked but might be subject to request for removal or rescheduling. Please show consideration: When holding rooms for meetings whose schedule is not final by releasing reservations when no longer needed; and By allowing ample time for Facilities and OTIS requests; if possible add all requirements when booking the room.

Meeting Coordinator Responsibilities Arrange catering and request beverage service; Arrange parking off-site if necessary; Edit, create and display presentations (see UT System Presentation Guidelines);UT System Presentation Guidelines Ensure availability of someone at meeting site for catering, non-UT System guest arrivals, technical issues and administrative requests; i.e., making copies, providing supplies, hailing taxis, initiating and transferring conference calls to conference rooms; Ensure proper requests have been made for arrangement of meeting room furniture and equipment for any presentations, including outside presentations.

What is Meeting Room Manager? An easy-to-use, flexible and customizable room and resource scheduling solution. A tool to increase productivity, reduce scheduling time, simplify the process and manage scheduling of resources. Allows scheduling of meeting rooms, technology services and facility services through one, web-based interface.

Getting Started Meeting Room Manager can be accessed by Meeting Coordinators via the internet from UT System at: Login using your UT System network logon and password in the following format: Username: utsystem\username Password: your network password

You will be required to edit your user profile at first log-on.

Specify your user default location if desired.

Find Resources To find the room that suits your needs, click Find Resources. Check boxes for technical resources, enter capacity as to list rooms that will accommodate your capacity and check supports catering if you will be having food brought in.

Resources

Reserve a Meeting Room Click Reserve Enter start date and time, use exact meeting times not All Day Event Select your meeting room from the list of Resources Tabs will appear based on the room selected.

Specify your General Requirements Complete General information, Meeting Title, Reservation Type (with requirements or without), Hosting department, Meeting Coordinator, Booked by, Total # Attending and # Non-System Guests

Accessing the Outlook Directory Meeting Room Manager will add and update information in Outlook, however, Outlook DOES NOT communicate with Meeting Room Manager. Since MRM uses Active X controls, the security settings for your web browser need to be adjusted to allow it. Follow the steps below to correct the problem. Open Internet Explorer, select Tools then the Security tab. Highlight Internet and click on Custom Level. Scroll down until you see "Initialize and script ActiveX controls not marked as safe" and select Prompt. Click on OK, then Yes to save the change. Then, highlight Local Intranet and click on Custom Level. Scroll down until you see "Initialize and script ActiveX controls not marked as safe" and select Prompt. Click on OK, then Yes to save the change. You will only need to do this once. It is important to select Prompt (not Enable) to preserve critical computer security but allow known applications to work.

Invite Attendees

Invite Attendees (continued)

Beverage Service Beverage service should be requested at least 48 hours before the scheduled meeting. Emergency requests for beverage service must be made by telephone to Facilities at to verify availability of services. Changes to beverage requests should be followed up with a telephone call.

Beverage Service (continued) To schedule Beverage Service: Click Beverage Service tab Click plus sign next to Beverages to see beverage items, coffee, ice, soda, etc. Click on the desired item to order The time will default to 30 minutes before the start time of your meeting. If you are scheduling beverages for an all day meeting, you can change the time to have sodas delivered in the afternoon, for example.

Beverage Service

Facility Services Use this tab to request flip charts, additional power requirements, or a change of room set up (if allowed for that room).

Technology Services Use this tab to request technology if necessary. If possible, please select a room that is already equipped to meet your needs.

Parking Parking for non-UT employees at UT Complex is not available for regular meetings. Outside attendees should park at available meters or in 300 Guadalupe. Parking at 300 Guadalupe can be arranged in advance with APS for meetings.

Parking Parking for special events or guests (Media, Regental or Presidential) can be reserved using the Parking tab. ODOP will confirm these approvals.

SAVE AND CLOSE – THE MOST IMPORTANT STEP! Click Save and Close before navigating away from the Reservation Form Service requests will generate notifications to each service provider. When services are confirmed you will receive a confirmation of those services via . Your request will not be complete if you dont Save and close!

Updating Meeting Requests If needs change, find the meeting (see next slide) and make the needed changes. Click Save and Close

Find Reservations To find meetings already scheduled, click Meetings. Select location, booked by and/or start date to narrow the search.

Find Reservations

Logging Off Logging off allows for easier access for others, logging back on is simple.

For more information-

Questions, comments, suggestions: Send to THANK YOU! Your Meeting Room Manager Implementation Team Jim Gray Jeff Scroggin Tracie Spillar Jennifer Stewart Erica Wagner Robin Wagner