Conference Room Scheduling Process

Biology faculty, staff, postdocs, and graduate students: Conference rooms can be booked via email directly going forward rather than requesting a conference room from the office staff. One exception: teaching assistants in need of space for office hours must contact Ilene Firenze (imfirenz@syr.edu). 

Availability can be checked via the calendar before scheduling a meeting or using the Scheduling Assistant when setting up the meeting. See instructions below.

Once the invite is sent to the calendar email, if the room is available, the invite will be automatically accepted, and the room reserved for that time on the calendar.  If the room is not available for the full duration of the meeting the calendar invite will be declined and a decline message will be received by the person who sent the meeting invite. 

While most labs should have a key to the conference rooms that require it for access, if a key is needed it can be signed out from the main office and must be returned by the next day. The sign out sheets with keys attached are located in the main office reception area (LSC 114) on clipboards near the Office Coordinator’s desk.

If you encounter an issue with technology in the conference rooms (e.g., TV, projector, wall panel, system connection, keyboards), please reach out directly to the College of Arts and Sciences IT group at consult@cas.syr.edu with the room number and description of the issue.

Below is information pertaining to Biology conference rooms. To request a reservation for the Lundgren Room please fill out the Lundgren Room (LSC 106) Reservation Request Form.

Conference Rooms and Equipment Available

Viewing Conference Room Availability Using Calendars

First add the Calendars to Outlook. This will only need to be done once – and then they will always be linked in Outlook.

Add Calendars to Outlook

Outlook for Windows

• View the Calendar screen in Outlook by selecting the calendar icon
• Click the drop-down arrow in the “Open Calendar” section

• Click Open Shared Calendar
• Type in the name of the calendar’s listed above (one by one) and click ok and ok at the next box that appears.
• The calendar should now appear in the “Shared Calendars” section

Outlook for Mac

• View the calendar screen in Outlook by selecting the calendar icon

• Click on “Open Shared Calendar" at the top

• Type the name of the calendar’s listed above (one by one) into the search box
• Select the calendar and click “open”
• The calendar should now be in the list on the left-hand side under “SU exchange”. You may need to uncollapse the list by clicking on the arrow to the left of this
• Repeat for the other calendars

Viewing Room Availability

Outlook for Windows

• Select (tick the circle next to the name) the room’s calendar (can select more than one room to view multiple calendars)
• Unselect (untick the circle) “your” calendar (listed under “My Calendars”) so that only the conference room(s) are selected

Depending on the outlook settings the calendars will open next to each other or combined in different colors representing each calendar.

Colored blocks on the dates will show when the room is already reserved.  For those who do not have “write” access, the details of the meetings will not appear – it will just show as blocked out.

Outlook for Mac

Depending on how the Outlook is setup will depend on how to select the calendar. 

For setups like this:

• Select (tick the circle next to the name) the room’s calendar (can select more than one room to view multiple calendars)
• Make sure to highlight the word “calendar” under the room number

For setups like this:

• Select (tick the circle next to the name) the room’s calendar (can select more than one room to view multiple calendars)

Next, for both setup types

• Unselect (untick the circle) “your” calendar so that only the conference room(s) are selected

Depending on the outlook settings the calendars will open next to each other or combined in different colors representing each calendar.

Colored blocks on the dates will show when the room is already reserved.  For those who do not have “write” access, the details of the meetings will not appear – it will just show as blocked out.