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Newsletter Archives
While Dean Evans &
Associates EMS scheduling software won’t let you double-book a room,
keep these tips in mind for avoiding other types of conflicts:
Be Neighborly
When reserving a
room for an event, do a quick check of what’s taking place in adjacent
spaces to confirm that your booking won’t create noise or foot-traffic
conflicts. The EMS Reservation Book is a great tool for this.
Build Buffers
Be sure to
allocate time between bookings for room setup and teardown. You may want
to consider adding default setup/teardown time to rooms.
Don’t Stand
for Squatting
Periodically send
an email to remind potential "squatters" – people who "grab a room" for
a meeting at the last minute without actually booking it – to make a
reservation instead. Unrecorded events create confusion for setup crews
and early-arriving event attendees.
Book by the
Numbers
Assign capacity
figures to your rooms to avoid situations where events are held in rooms
that are too small. This type of "conflict" can be very frustrating for
event sponsors and attendees. On the other hand, putting a group in a
room that is too large is an inefficient use of your space. Room
capacities help you find the perfect fit.
Focus on
Features
Identify your
rooms as having specific "features" (high-speed internet, built-in audio
system… or anything you define) and use those features in your
Reservation Wizard search to ensure that you won’t have to relocate an
event when the group arrives and realizes the room won’t meet their
needs. Features can be defined and applied to rooms in EMS Professional,
Enterprise, Campus and Hoteling.
Get (Best) Fit
When scheduling a
multi-date reservation, especially at a busy time of year, perform a
Best Fit search to find space among the many potentially conflicting
bookings. With this type of search, the system helps you piece together
your event, recalculating space availability each time you select a room
for one or more of the dates on your list.
Article courtesy of Dean Evans & Associates: DEA is a Visix business
partner that offers a line of sophisticated software systems for meeting
and event management, academic scheduling, shared workspace management,
and online calendaring. Learn more about EMS scheduling solutions at
www.dea.com
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Room Calendars: Avoiding Scheduling
Conflicts