Use the following procedure to reserve rooms for attendees:
1. Select Events from the Conferences menu. The Events page is displayed. Click Select next to the event for which you want to reserve rooms. The View Event page is displayed.
2. From the Attendee Group grid, click Select next to the attendee group for which you want to reserve rooms. The View Attendee Group page is displayed.
3. Click Reserve Rooms in the Reserved Rooms grid. The Reserve Rooms page is displayed.
4. You can select rooms from the Available Rooms (spaces) list or you can click Cancel to clear the default display of all available rooms and complete the fields provided. Click Search.
•*Start date: Specify a start date and time.
•*End date: Specify an end date and time.
Note: The start and end dates default to the assignment dates specified for the attendee group.
•Location: Click Lookup and then click a building or a specific room to specify a location.
Alternatively, enter a search phrase and click Lookup. The results will display all locations that match the search phrase. Click Clear to remove the search phrase.
•Room Type: Select a room type from the drop-down list.
Note: If the Use overflow spaces option is checked for the Attendee Group, then the Available Rooms list will appear differently. Room spaces will be displayed in a “Name (#+#)” format, with the numbers indicating “(regular spaces +overflow spaces)”.
5. Click Add to add the rooms to the Selected Rooms (spaces) list. Click Add All to select all of the available rooms. The number of rooms selected, reserved, and needed are displayed at the bottom of the page.
Note: If the Use overflow spaces option is checked for the Attendee Group, then the Selected Rooms list will appear differently. Room spaces will be displayed in a “Name (#+#)” format, with the numbers indicating (regular spaces + overflow spaces). Additionally, the Number of rooms selected below the list will be displayed in a “# (#+#)” format, indicating “total spaces (total regular spaces + total overflow spaces)”.
6. Click Reserve Rooms. The Reserved room successfully added message is displayed.