Step 1: Calendar Request
1. If you want to enter a one-time event or meeting, simply fill out the top portion of the request. You can ignore the Recurring Events section.
2. If you want to schedule a recurring meeting or event, fill out the top portion, with the date and time for your initial meeting. Then fill out the portion for recurring meetings, filling in the day of the week you wish to meet and the weeks of the month you wish to meet, such as 1st, 2nd & 4th, etc. If you have a known end date then fill that in. Otherwise, it is assumed the meeting will continue until you let us know otherwise.
Example: Your committee will be meeting the 2nd Saturday of each month, beginning March 1 and continuing until through September. Fill in March 1 as the initial date, with meeting time and duration of the meeting. Then, under the recurring meetings section, select Saturday as the day of the week and 2nd as the week. Fill in September 30 as the end date.
3. If you want to schedule an all day event, ignore the time and select All Day Event as the Duration.
4. If you want to schedule an event that will span several days fill in the top portion with the initial date. Fill in the time and duration if applicable. In the recurring events section, select All for days, and then fill in the end date.
Example: You have a short-term committee group that will meet three nights in a row from 7:00 to 9:30 pm from March 1 through 3. Fill in the top portion with March 1 as the date, 7:00 pm as the time, and 2 hours 30 minutes as the duration. Select All for days, and fill in March 3 as the end date.
Example: You want to schedule a 3 day retreat from March 1 through 3. Fill in March 1 in the top portion as the initial date, ignore the time and select All Day Event as the duration. In the recurring events section, select All for days and fill in March 3 as the end date.
Step 2: Meeting rooms
You must select a room to meet in. Check the want that is your first choice. If it is not available, you will be notified by the office and possibly work out a compromise location. Some rooms not on the list can sometimes be used in special situations (such as converted classrooms), but will take extra effort (such as moving in tables and chairs and such). Also, the youth room requires stairs and so is not appropriate for everyone.
Step 3: Announcements
Every event and meeting should be announced in some way. Fill in the text of what you want to announce and check off all of the ways in which you want it communicated. They say that you need to communicate six different ways before you reach all your audience, so select as many as you feel appropriate.
There is a box for additional information. In that you might include days that you are excluding from a regular meeting, such as when it falls on a holiday, or other information..
I've tried to give common examples. If you have problems, please email me at alice@thedevores.org.
