Face to Face Meetings

Reserving a room:

• It is the responsibility of the person holding the meeting to make a room reservation.
• Employees are expected to make their own room reservations.
• Reservations cannot exceed 23.5 hours.  Use recurrence or multiple events if you need a room for multiple days.
• Employees should not ask the front desk to make their room reservations.

Employee acceptance:

• Reservation requests by MCCE employees for the Saguaro, Ocotillo, or Mesquite which don't conflict with existing reservations are automatically accepted.
• Reservation requests for the Palo Verde must be approved.
• Reservation requests for Cholla must be approved by the 4-H office.

When reserving a room requiring manual approval you will receive two messages:

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

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:   

***All reservation requests from outside groups have been suspended due to COVID-19.***

• 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:

• Reservations cannot exceed 23.5 hours.  Reserve the room for each day if you need more than 23.5 hours.
• An individual's contact name, email, and phone number is required for all reservations, whether or not the request is made by an employee of MCCE.  Group requests that do not list an individual will not be accepted.
• List the approximate number of non-employee attendees to help avoid parking conflicts.

Your responsibilities when using a meeting room.