You will need the Full Write Events permission, or to be an organizer of the event, to perform this action. The permission must reach at least one of the event's campuses, and the event's calendar must be one you are allowed to use. Full Write Facilities alone does not let you add a request.
Setting up an event to use rooms and resources
Not every event needs rooms and resources (formerly called items), so this must be turned on first. Do this while editing the event, on the event's Facilities tab. For how to edit an event, see How do I edit an event?
Requesting rooms and resources
You can request rooms and resources for a one-time event or a recurring event.
Go to the event's Facilities tab (formerly called Resources) and click + New Request.
A window opens. On a repeating event, choose which days the request is for:
Only days which have no facility requests
All days from today and on
Current day only
Fill in the request:
Location - each request is for one location, which limits the rooms and resources you can reserve. Once rooms or resources are on the request, the location cannot be changed.
Time - when the request is for. Any setup and cleanup times set on the event are included in the time range.
Setup notes - general setup notes for the event. Each requested room and resource can also have its own setup notes.
Bookings - the rooms and resources you need.
Click Add to add each room or resource to the request. Added rooms and resources appear below the setup notes. To edit or delete one, click the three-dot menu and choose Edit or Delete, or click its name to edit it.
Click Save to submit the request.
Each room and resource has a color pill beside its name:
Yellow - the room or resource will be pending approval once submitted.
Green - the room or resource does not require approval and is booked once submitted.
Note: You can always request rooms and resources at a location on the event, and an event available to All can use any location. For any other location, you need Full Write Facilities at that location, or that campus in your access.
Handling room conflicts
When you add rooms to a request on a repeating event, a room may not be available on every day in the schedule. When this happens, the system shows which days are available and which are not.
As you add rooms and resources while conflicts remain, the table keeps offering available rooms and resources for the conflicting days. This way you can request a room or resource for every day of the repeating event, even if it is not the same room each day. Conflicts are checked for each room or resource across every event, campus and organization.
Tip: If you change the event's date and time (including setup and cleanup), any requests for that event are deleted and have to be submitted again.
A request can only be for a single location. To request rooms or resources at another location, submit another request. An event can have several requests.