LibGuides: Welcome Guide: Booking Classrooms

Booking a Classroom

Booking a Classroom in Colorado

Review our best practices.
Create a new meeting in Outlook by selecting a date/time.
Provide all of the required information for your event.
- Title
- Attendees
  - Review the scheduling assistant (i.e. suggested times).
    - Do not send a request if the room is not available.
Search for the Library classroom you want to reserve.
- Search:
  - CO - Library Classroom 1
  - CO - Library Classroom 2
- If you are using a legacy version of Outlook, then click "Rooms" to access the directory of rooms. More information is linked below.
Click "Send."
- The Library will review your request and send you a confirmation (if it is approved).

Visit Microsoft's website to review how booking rooms can differ depending on the version of Outlook.

Policy

Faculty and staff in Colorado and Utah can submit a reservation request for Library classrooms using Outlook. There are no classrooms in the Library on the Montana campus. Reservations will be approved by a Library staff member, barring the reservation does not conflict with another scheduled event.
Students in Colorado and Utah with large groups must submit a reservation request for Library classrooms through the Department of Student Affairs via the “Event/Activity Approval Form.” There are no classrooms in the Library on the Montana campus. Reservations will be approved by a Library staff member, barring the reservation does not conflict with another scheduled event.
- Colorado
  - Student Government Association, Club, or Class Council meetings with eight or fewer participants attending in Colorado can request a space by communicating with the Library directly without prior approval from the Department of Student Affairs. The “Event/Activity Approval Form” is not required.
Campus guests must email library@rvu.edu to request a classroom reservation.

General Use

Library patrons are expected to:
- Remove their personal belongings if they leave the Library for more than 30 minutes.
  - Alert Library staff if you anticipate being away for over 30 minutes.
- Clean up after themselves and put items they have used back in their place.
- Maintain a reasonable level of sound.
- Report damaged equipment – Staff who observe any misuse, damage, or vandalism of Library equipment, furniture, or materials are expected to ask the patron to stop immediately, summon a Librarian, or contact the Security Office. All incidents will be reported to the Director of Library Services, the Director of Campus Operations, the Dean of Students or program director, the Provost, and the Director of Student Affairs.
Library patrons are permitted to:
- Eat and drink (non-alcoholic beverages) in the Library. Patrons must clean up after themselves and report spills to a Library team member. Failure to maintain a clean space may result in patrons losing the privilege to bring food and drink into the Library.
Library patrons are not permitted to:
- Remove Library and University property from the Library without prior approval.
- Damage Library and/or University property.
- Enter employee workspaces without approval.
- Turn off overhead lights.
- Adjust settings on classroom audio and video technology, such as computers, overhead projectors, receivers, microphones, and TV monitors.

Booking a Classroom in Utah

Review our best practices.
Create a new meeting in Outlook by selecting a date/time.
Provide all of the required information for your event.
- Title
- Attendees
  - Review the scheduling assistant (i.e. suggested times).
    - Do not send a request if the room is not available.
Search for the Library classroom you want to reserve.
- Search:
  - UT - Library Classroom 1
  - UT - Library Classroom 2
- If you are using a legacy version of Outlook, then click "Rooms" to access the directory of rooms. More information is linked below.
Click "Send."
- The Library will review your request and send you a confirmation (if it is approved).

Visit Microsoft's website to review how booking rooms can differ depending on the version of Outlook.

Policy

Faculty and staff in Colorado and Utah can submit a reservation request for Library classrooms using Outlook. There are no classrooms in the Library on the Montana campus. Reservations will be approved by a Library staff member, barring the reservation does not conflict with another scheduled event.
Students in Colorado and Utah with large groups must submit a reservation request for Library classrooms through the Department of Student Affairs via the “Event/Activity Approval Form.” There are no classrooms in the Library on the Montana campus. Reservations will be approved by a Library staff member, barring the reservation does not conflict with another scheduled event.
- Utah
  - Student Government Association, Club, or Class Council meetings with ten or fewer participants attending in Utah can request a space by communicating with the Library directly without prior approval from the Department.
Campus guests must email library@rvu.edu to request a classroom reservation.

General Use

Library patrons are expected to:
- Remove their personal belongings if they leave the Library for more than 30 minutes.
  - Alert Library staff if you anticipate being away for over 30 minutes.
- Clean up after themselves and put items they have used back in their place.
- Maintain a reasonable level of sound.
- Report damaged equipment – Staff who observe any misuse, damage, or vandalism of Library equipment, furniture, or materials are expected to ask the patron to stop immediately, summon a Librarian, or contact the Security Office. All incidents will be reported to the Director of Library Services, the Director of Campus Operations, the Dean of Students or program director, the Provost, and the Director of Student Affairs.
Library patrons are permitted to:
- Eat and drink (non-alcoholic beverages) in the Library. Patrons must clean up after themselves and report spills to a Library team member. Failure to maintain a clean space may result in patrons losing the privilege to bring food and drink into the Library.
Library patrons are not permitted to:
- Remove Library and University property from the Library without prior approval.
- Damage Library and/or University property.
- Enter employee workspaces without approval.
- Turn off overhead lights.
- Adjust settings on classroom audio and video technology, such as computers, overhead projectors, receivers, microphones, and TV monitors.

There are no Library classrooms on the Montana campus.

Best Practices

Check the Outlook scheduling assistant to determine if the room is available before you send a request. The classrooms will automatically deny any request if the room is not available.
- Requestors will receive an "accepted" confirmation from the room. Keep the email confirmation.
Reserve extra time to account for setup and cleanup time. Typically, 15-30 minutes is enough time to set up and clean up.
- Email facilities if you need help setting up the space.
Choose the space that is appropriate for your needs. Avoid booking a space that fits forty people if your meeting has five attendees.

Campus

Room(s)

Amenities

Size

Notes

Colorado

Classroom 1

forty chairs
twenty tables
sanitizing equipment
two overhead cameras
three large wall-mounted displays
eight portable microphones
laptop
podium

Fits forty people

Students are welcome to use the rolling
whiteboards within the Library if needed.

The rooms has only Zoom capabilities

Classroom 2

twelve chairs
six tables
sanitizing equipment
two overhead cameras
one large wall-mounted displays
four portable microphones
laptop
podium

Fits twelve people

Campus	Room(s)	Amenities	Size	Notes
Utah	Classroom 1	twenty-four chairs one laptop with a monitor projector with a screen audio equipment	Fits twenty-four people	Users are welcome to use unreserved classrooms for quiet study; however, they must vacate the room before scheduled events, including set-up time. The rooms have only Zoom capabilities Library Classrooms may be combined if required
	Classroom 2	twenty chairs one PC with a monitor projector with a screen audio equipment.	Fits twenty people
	Combined Classroom	uses equipment from Classroom 1	Fits fifty-two people

Montana
-There are no reservable Library classrooms on the Montana campus.

Campus	Room(s)	Amenities	Size	Notes
Colorado	108 109 110 112 113 114 115 116	four chairs one table whiteboard with markers sanitizing equipment	Fits 4 people	Study rooms 115 and 116 are designated tutor rooms.
	118 119	eight chairs three tables sanitizing equipment	Fits 6 - 8 people	Students are welcome to use the rolling whiteboards within the Library if needed.
	111	six chairs one table whiteboard with markers sanitizing equipment	Fits 6 people

Campus	Room(s)	Amenities	Size	Notes
Utah	LSR 1 LSR 2 LSR 3 LSR 4 LSR 5 LSR 6	one stationary chair rolling chairs one table whiteboard with markers sanitizing equipment	Fits 4 people	Users are welcome to use unreserved classrooms for quiet study; however, they must vacate the room before scheduled events, including set-up time.

Campus	Room(s)	Amenities	Size	Notes
Montana	C231 C233 C241 C243	four chairs one table large wall-mounted monitor	Fits 4 people
	C236 C237 C240	six chairs one table large wall-mounted monitor	Fits six people
	C238	accent chairs two ottomans one side table large wall-mounted monitor	Fits 4 people