Face to Face Meetings

Reserving a room:

• It is the responsibility of the person holding the meeting to make a room reservation.
• Reservations cannot exceed 23.5 hours.  Use recurrence or multiple events if you need a room for multiple days.
• Create the reservation allowing time for meeting set up and clean up after the meeting.
• Leave the room ready for another group each day or reserve the room for the evening as well.
• Employees are expected to make their own room reservations.
• Employees should not ask the front desk to make their room reservations.
• Outside groups can only reserve the Palo Verde.

Employee acceptance:

• Reservation requests by MCCE employees for the Cholla, Mesquite, and Ocotillo, Palo Verde or Mesquite which don't conflict with existing reservations are automatically accepted.
• Reservation requests for the Ocotillo must include only MCCE employees unless otherwise approved by director.

When reserving a room NOT requiring manual approval you will receive one message:

• One message stating that your request has either been denied or approved.

When reservation requests are denied: 

• The meeting will not be removed from your calendar. 
• You need to find another venue for that meeting.

Lead time:   

• Employees can make reservations up to 12 months in advance.
• University employees not in our department and outside groups can make reservations up to 6 months in advance.
• Lead time limitations include recurring events.  
• Reservation requests beyond the listed lead time will not be accepted.

Content:

• An individual's contact name, email, and phone number is required for all reservations.
• When an employee reserves a room their name is automatically added.
• Requests from shared mailboxes / groups request will not be accepted.
• List the approximate number of non-employee attendees to help avoid parking conflicts.

Your responsibilities when using a meeting room.