Frequently Asked Questions
How do I view scheduled events and space?
Use the ReservIt WebViewer link (at the top of this page), which is accessible to anyone using the UMass Dartmouth network. If you wish to view this site from home, VPN is required (for VPN information, please visit: www.umassd.edu/wireless/). The default view is for Popular Main Campus Meeting Rooms, but you may change the filters by clicking on the appropriate category on the right side of the page. You can move forward in time by clicking a date in the current month calendar, or by using the arrows to move forward or back. Any blank space indicates availability at the time you are viewing space. Keep in mind that requests are being made regularly and there may be another request ahead of yours which hasn't yet been approved. In addition, clicking on a scheduled event provides more detailed information about that event, while clicking on the boldface official room name to the left (eg, CCB-111) will provide you with specific details about that room. By clicking on the small calendar icon in the box all events for the week in that space will be listed.
How do I request meeting space and resources?
You may use either of the following methods for requesting space and resources:
• Use the ReservIt WebViewer link to find availability and then click on the open room for the date and time desired. You will then be required to login to the ReservIt Event Form to complete your request. Keep in mind that requesting space in this manner saves a default of Meeting (Room Only). If you wish to have resources with your event or book another Event Type, simply make the change in that field or in the Event Category field.
• Search all available space for your desired date time, and space requirements by using the ReservIt Event Form link and entering your specifications. Once you have made your request for space, your next step on the form is the Resources page. You may search on this page by Resource Options or the Resource Filter.
NOTE: your request for space and resources is not complete until it has been approved by the departments with authority to schedule the space and assign the resources.
What Resources are available for request?
A Resource is considered something (or someone) that needs to be brought into the event or meeting. The following types of resources are available for request through the ReservIt Event Request Form:
- Catering--All food and beverage requests may be made through ReservIt. There are standard lead times for all requests; however, all efforts are made to accommodate your request. As you make your selections for food and beverages, an estimated running total is displayed, as well as the cost per item or order. The system will also indicate what constitutes an order, such as a dozen brownies is considered one item. Any types of special requests may be made in the box provided. Last minute changes should be directed to the Catering Services Manager (x8187) and not via ReservIt.
- Public Safety--UMass Dartmouth Police Officers, and sometimes local officers as well, are required to be at certain events, depending upon the size or type of the event. Costs are associated with this resource and an estimated total will be displayed as you make your selection.
- Facilities--Some facilities resources may incur a cost, such as an overtime custodian. As with Public Safety, certain event types require the assignment of a custodian. Other resources within Facilities are chairs, tables, signage, etc.
- Audio/Visual--includes podiums, CD players or powered speakers. A complete list is available on the Resources page of the form.
- Technical--includes IT assistants, WebStreaming, Podcasts and videoconferencing. Further information is available on the Resources page of the ReservIt form.
How will I be sure that my request has been received and approved?
After your request is submitted, you will receive an email confirming receipt of the request. As your request moves through the approval process, you will be notified when all items are approved or if the area responsible for approving your request has not yet done so. At least 3 days prior to your event, you must confirm that all the information and approvals are correct. A reminder email is sent if you haven't confirmed your event in the appropriate time frame. Once an event is confirmed, it can no longer be modified or canceled within ReservIt. Those changes will need to be made by the Conferencing and Events Office. You may reach them at x8143.
How can I make changes to my event?
Anytime prior to confirming your event, you may go in and either Modify or Cancel your event. This is particularly helpful if you need to reserve space for a future meeting, but are unsure at the time of the number of attendees or what other Resources you might need. After the space is approved, you may go in and Modify your request for other Resources. Keep in mind that changing a space, time or date will require all other Resources to be approved once again.
How do I get help or report problems?
Issues related to a specific space or resource should be directed to the office or individual responsible for the approval of that request. Any technical issues with ReservIt can be emailed to reservit@umassd.edu or by calling x8383. Your question or issue will be answered within 24 business hours.
Last Updated On: 6/23/09
