Conference Room & Hoteling Scheduling

About the Sponsorship Form

• The request form may only be filled out by permanent Ruthven staff to request conference room / hoteling office Google Calendar access for non-Ruthven based U-M permanent staff who might need regular, direct access to schedule these spaces.
  • This could include direct reports to a member of leadership in the Ruthven building, their support person, and so on.
  • Please use your best judgement and request access for staff with regular meeting needs in Ruthven. We want to make sure we can still accommodate the growing needs for in-person meetings for Ruthven staff in the coming months!
• Fill out the below form in its entirety for each individual person needing booking access. You will need to fill out one form per person needing access.
• Once this form is completed, you may receive follow-up questions from Neighborhood IT. NIT will also email you once the access is granted.

Your Responsibilities As Sponsor & Guidelines for Non-Ruthven Staff

As the sponsor, you are responsible for communicating rules and guidelines to your non-Ruthven staff member:

• General conference room guidelines/etiquette are described in the section below.
• Zoom Room information can be found in this presentation and this quick reference guide.
• Non-Ruthven staff may only book Ruthven conference rooms:
  • During regular building hours (i.e., not on nights and weekends).
  • For meetings related to Ruthven units and programs (and not for just convenience for personal needs).
• Non-Ruthven staff should refrain from scheduling recurring meetings whenever possible. Recurring meetings should not be scheduled “in perpetuity.”

Access the Sponsorship/Request Form

REQUEST FORM
(only to be completed by Ruthven staff)

• Schedule a 30-minute buffer at the beginning and end of your meeting, if you will have a complicated or high-profile meeting (food service, video conferencing, many external guests, etc),
• Select a room with a capacity that aligns with your number of attendees,  e.g. small groups should not be placed in large meeting rooms.
• Clean tables and reset furniture to original set-up at the conclusion of the meeting.
• The on-site host for the individual meeting must be available at the start and end of the meeting to assist with technology, copies, and refreshments for guests.
• If you are using a conference room last-minute or dropping in, please still make sure this officially gets scheduled in the Google resource calendar.
• Bumping someone from a conference room is discouraged. If such a need arises, the department making the request to bump is responsible for finding an alternate conference room and reaching out to the meeting host to coordinate the change in room assignment.
• Be conscientious of meeting noise level.

For all meetings, please include the following information in the Google calendar event:

• Use an appropriate meeting title
  Remember that your meeting title in Google Calendars is publicly displayed on room calendars outside of conference rooms. Use a title that will help guests identify the room they are supposed to be in, while balancing the need to not display confidential information. For example, is it a confidential meeting, like a candidate interview? Name the calendar event to exclude the candidate’s name.
• Meeting contact:
  First name, last name, and phone number of meeting coordinator.
• On-site host:
  First name, last name, and phone number of person who will support the meeting on the day of. The on-site host is responsible for preparing the room, greeting guests, dealing with a caterer if refreshments are being served, and room cleanup.
• # of expected attendees:
  Include anticipated number of guests.