Hot Events - Events of interest to the community, such as Admissions, theater, and open-house events.

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1 MCC Events Calendar/Room Request Procedure CONTENTS: Click on a topic link below to go directly to that section of the document. Webviewer: Overview of MCC Events Calender Webviewer Event Details: Explanation of Event Details Fields Requesting Events: Overview of Request Process Lookup: Using Lookup to Schedule a Specific Room Required Fields: Filling Out Required Fields on Request Form Repeating Events: Specifying Repeat Dates Repeating Events: Indicating Other Repetition Patterns Space Preference: Selecting Rooms or Locations Comments: Including Special Instructions for the Scheduler Description: Adding a Description of the Event Categories: Listing Additional Event Categories Next: Submitting Your Event Urgent Requests: Requesting Expedited Processing of Same-Day Events Making Changes: Canceling or Changing Your Event After You Submit Overview of MCC Events Calendar Webviewer The MCC Events Calendar is for the college community and general public to know what is happening on campus. The MCC Events Calendar is used to request space for events on campus. The main screen of the MCC Events Calendar contains the following: Events- By Date - The default view is Events By Date. Hot Events - Events of interest to the community, such as Admissions, theater, and open-house events. Filters - Click on any filter on the right side of the screen to view events by type Event Name - Click on event name to open Event Detail Space Name - Click on space name to open Space Detail, including room features Lookup - Open search window to look up specific events or locations by name Locations- By Date - Click on Locations to see room schedules My Requests - Opens login screen to request or manage events Catalog - Opens browse-able catalog of all events by name. My Reminders - Opens login screen to see your personal event schedule. This will show any events you have requested or added to your calendar

2 THE WEBVIEWER

Event Details Fields Event Name - Click on event name to open Event Detail. The event name appears at the top of the event detail window, in white text.

3 Event Details Fields Event Name - Click on event name to open Event Detail. The event name appears at the top of the event detail window, in white text. Event Title - Appears under the event name, and gives additional information about event. Reservation Name - Visible in Day view and under Meetings On or After Today. Gives name for a specific time pattern in the event. One event can have multiple meetings with different times, dates, and locations. State - Draft, Tentative, Confirmed, etc. Organization - Sponsors of the event Description - Any information included by the requester that provides additional information about the event logistics, agenda, target audience, website, etc. Meetings On or After Today - Upcoming meetings, starting with the individual Reservation Names. Meetings Before Today - Meeting history Additional Meeting Patterns - Same event at other times of the day Requesting Events CHANGES - Please do not use the event request form to request cancellations of existing events. To cancel existing events, please the scheduler, including the event reference #. See instructions below.

time pre-filled Using Lookup to "Look and Request" a Specific Room This is the most efficient way to reserve a specific room for a time when you know

4 Three ways to open the Event Request Form - 1) Click on My Requests to open Request Form OR 2) On Events calendar, click on desired calendar time to open request form with that time pre-filled OR 3) On Locations calendar, click on desired time in desired room to open request form with space and time pre-filled Using Lookup to "Look and Request" a Specific Room This is the most efficient way to reserve a specific room for a time when you know it is available - Click on Lookup at top of MCC Events Calendar Enter Building code in Space Name field and then press Enter or click on the Go button.

5 Note: The Space Name format is building code, followed by 2 space and then room code. Examples are AR 101, TH Galvani, LC 5D, CC Cafe. When the desired space is displayed, click on View Events to display the event schedule for that space. Browse the space's event schedule and pick an open time for your event. When you see a time slot that you like, just click on the time to open the event request form. The event request form will open with the room and time pre-filled out based on your selection.

6 Fill Out Required Fields on Request Form Name - Main title that appears in all MCC Events Calendar views Event Type - Used for FILTERS on the MCC Events Calendar. Very important to those using MCC Events Calendar online to allow them to find and identify the event. Sponsoring Organization - Whose event is it? Also very useful for those viewing the MCC Events Calendar online. Expected Head Count - Indicate the minimum number of people the space must accommodate. A required field. Start and End - Be sure to check the End DAY carefully to make sure it matches Start day. Do not span more than one day as a way of indicating a meeting that repeats on successive days. Instead, indicate repeat dates in the Repeat section of the form. Holiday Constraints - Please be aware of holidays when submitting requests (See Academic Calendar). If you are deliberately scheduling an event during a holiday closure, please indicate this in the Comments field of the request form. Description - You must include a description of the event with any information that would be needed by viewers to determine the nature of the event and whether or not to attend the event. The Description of an

7 event is viewable to the college community via the MCC Events Calendar. See Add a Description of the Event below for more details. Indicate Repeat Dates Repeat - Supports Ad Hoc, Daily, and Weekly repetition patterns (for the same time). See Other Repetition Patterns below to schedule additional meetings at other times, or on certain days of the month (e.g.: 2nd Wed of each month). No Particular Pattern - Select the desired date and click Enter to add it to the list. Repeat for each date on which the event will repeat. Daily - Select # days interval and then indicate EITHER the repeat Until: date or For: number of repetitions. Weekly - Select # weeks interval and days of the week to repeat on, and then indicate EITHER the repeat Until: date or For: number of repetitions. Other Repetition Patterns - Some repeat patterns cannot be indicated using the Request Form. In this case you should either use No Particular Patter to select each date, or state your repetition criteria in the Comments field, preceded by the heading Repeat -

8 Day-of- Month Repetitions - Monthly repetition (for example: 3rd Monday of each month, or 15th of each Month): USE NO PARTICULAR PATTERN OR COMMENTS. Repetitions at Different Times of Day - Any repetition of the event at a different time than the one selected in the Start and End fields for the first scheduled occurrence: USE COMMENTS. Same-Day Repetitions - Multiple meeting times on the same day: USE COMMENTS Indicate Space Preference Space Preference - Indicate room, building, or room type desired. Click the the radio button next to the desired Space Preference type. Specific Space - Pick desired room from drop-down list. Any Space In - Pick desired building from drop-down list. Be sure to add minimum requirements in Comments field. Other - If you want a specific space not found on drop-down list, name it here. Follow space naming conventions..

9 Include Special Instructions for the Scheduler - Comments - The Comments field can be used to provide the scheduler with additional information about your event/space request. Comments are not published to the MCC Events Calendar online. Enter any notes to the scheduler to help make sure your event gets correctly listed and assigned an appropriate space. Comments may include items such as: Repeat - If you need a repeat pattern not supported by the request form, describe it to the Scheduler in the Comments field. Space Requirements - Describe space requirements or room features as needed to help the scheduler assign the correct type of room. This is REQUIRED if you did not select a specific room. HOT EVENT - If you want your event to show up on the HOT EVENTS list on MCC Events Calendar online, be sure to include HOT EVENT in your comments. DO NOT PUBLISH TO WEB - If you do not want your event to show on the MCC Events Calendar online, be sure to include DO NOT PUBLISH TO WEB in your comments. Add a Description of the Event Description - The MCC Events Calendar is a marketing tool for activities taking place on campus. For that reason it is beneficial to include any information you want an MCC Events Calendar viewer to see if they look at the Details for your event. You can compose your description in MS Word or any text editor and paste it into the form. You can add formatting and links to web pages or graphics using HTML tags. Consider the following: Purpose of the event; why they should attend. Agenda or outline of the event Who should attend Parking tips Open to all or special group only Etc.

10 Indicate Additional Event Categories HOT EVENT - If you want your event to show up on the HOT EVENTS list on MCC College Events, be sure to include HOT EVENT in your comments. DO NOT PUBLISH TO WEB - If you do not want your event to show on the webviewer, be sure to include DO NOT PUBLISH TO WEB in your comments.

Submit Your Event Click the NEXT button at the bottom of the Request form. The Event Request Summary form will open where you can review your request before submitting it to schedulers.

11 Submit Your Event Click the NEXT button at the bottom of the Request form. The Event Request Summary form will open where you can review your request before submitting it to schedulers. Click the buttons at the bottom of the form to either Submit your event or Make Changes. After you submit an event, you will get an confirmation notice when your event is received in the R25 scheduling system, and another from the space scheduler when your event is actually scheduled. Your scheduler will contact you if there are any questions or problems with the event. Request ing Expedit ed Processi ng of Same- Day Events If you are schedulin g an event that will take place on the same day, or within a few days, you may need to make sure the room actually gets booked before you confirm the meeting with the participants. In this case, please follow the procedure described here to alert the scheduler that you need immediate scheduling support.

12 Reviewed by: Ellen Ricca Date Reviewed: 01/26/2007

Instructions for Using CuestaView

Instructions for Using CuestaView CuestaView is Cuesta College s new room information system. With it you can view room availability and features (size, furniture, equipment, etc.). If you are a Scheduler