The Grinnell College Calendar is the window into the database that manages all space availability, event information and resource needs.
The following information and tutorial videos will help you maximize your use of the Calendar.
Conference Operations
Calendar FAQs & Tutorial Videos
I didn't see any events scheduled in the room I wanted to book on the calendar, but when I sent my request I was told it was already booked. How do I check room availability on the campus calendar?
Because some people prefer that their events remain private (i.e. they are not published on the campus calendar) and also because some events require setup and tear-down time, looking at the list of events is not an accurate representation of available space. To check availability, you click on the "Locations" tab on the campus calendar and navigate to the space you want to check.
Here's a link to a video example of how to check space availability.
Space Availability Video (4 minutes)
I have an event I need to book a room for. What is the best way to do that? Phone? Email?
The best way to book space for your event is via the online event request form on the Campus Calendar, NOT via phone or email.
Why?
- The online form asks all the questions Conference Operations needs to ask - important information that is often omitted in emails or phone calls.
- When you fill out the online form, your submission automatically plugs the information into the database. This ensures that the event name, title and description are what you want it to be.
- Your submission, since it is automatically entered in the database, can't get lost in an individual's inbox or voicemail. It will be processed for approval within 1-2 business days.
Watch this video for a brief tutorial for using the online request form.
Event Request Video (5 minutes)
What if I don't want my event to appear on the campus calendar? Do I still need to book it through the calendar?
Yes! The Campus Calendar is not only the public portal for events on campus, it is powered by the software that reserves almost every space on campus. By reserving your space via the campus calendar request form, you are ensuring that your space will be available for you, and the calendar shows that the space is booked for other people checking availability.
It is easy to keep your event off the campus calendar by NOT clicking the option that says "Publish to the Web Calendar?" on the event request form. Watch this video to see where that is.
Publicity Selection Video (1 minute)
How is the Campus Calendar connected to the Memo and other systems on campus?
Glad you asked!
The Campus Calendar database serves as the Master Calendar database for campus. Multiple systems use the calendar database to find event information.
Connection to the Memo
The Memo and the Calendar share the following information: Event Name, Event Title, Event Description, Date, Time and Location.
When you place an event entry in the Campus Memo, the Memo grabs all the date, time and location information from the Campus Calendar, but will change/update the Event Name, Event Title and Event Description. If you change the logistical information with Conference Operations to change the Calendar, the Memo will automatically change. (That's why it's never a good idea to put the date, time and place in the entry itself. Then you have to change it in two places!)
Other connections to campus systems:
- The electronic signs in the Rosenfield Center and Glove Factory automatically pull Event Name from the Calendar to show what is happening in the rooms.
- The Grinnell College homepage pulls high-profile events directly from the Calendar to show on the sidebar.
- Facilities Management, the AV Center, Campus Security, and other building managers rely on reports generated from the Campus Calendar database in order to help make events successful.
My group meets on a regular basis/my meeting repeats but isn't regular. Do I have to enter a separate request for each date?
No. You do not need to enter a separate request for each event, provided you know all the information for future meetings now.
Requesting events that occur regularly at the same time is easy, and you do so by using the "Repeat Dates" options on the calendar.
If your event doesn't meet at the same time, things get a little bit trickier, but you can still communicate with the scheduler on one request to save you time.
Watch this tutorial video to see all the options for how to request a repeating event.
Requesting Repeating Dates Video (4 minutes)
My event has changed. How can I change it?
Chances are, you probably cannot change the event yourself. Once your event has been approved, any changes must be made by a person with direct access to the calendar database. To change your event, email [calendar] with the change, and include the Event Reference number in the email if at all possible.
On rare occasions, particularly if you've made a mistake in the entry, submitted your event, and then realized your error right away, your event will not have been approved yet. If that is the case, you may edit it.
Watch this video to find out how to tell if your event has been approved, and how to edit an event that hasn't been processed yet.
Editing Pending Events Video (2 minutes)
How does the event request form relate to the calendar? What fields show up where?
This answer is much easier to show rather than describe in words. Please watch the following video explanation of how fields relate to the Campus Calendar.
Guide to Calendar Fields Video (3 minutes)
Perhaps the most important piece of information you enter is the Event Name. Not only is this the first thing people see on your calendar entry, it is also the field that pulls to the electronic signs in the Rosenfield Center, the front page of the Grinnell home page, and most other automatic feeds from the calendar. If the event is private, be discreet in your naming. "Student Affairs Meeting" is descriptive without giving away sensitive information if the event ends up on an electronic sign.
So when I submit my request online, my space is booked for me, right?
Not yet. Your event must first be processed by someone with authority to assign that space to your event. There may be two events in line to be processed, and there is always a chance the other requested the space for the same date and time.
Events are usually processed within two business days. If you need it processed sooner, please email calendar@grinnell.edu.
You will receive an emailed confirmation once your event has been processed and your space is assigned. Please review it carefully.
Can I add an event from the Calendar to my Outlook or Google calendar?
Yes! The process is different for each type of calendar. The videos really explain it best.
Adding Events to Outlook Calendars (3 minutes)
Adding Events to Google Calendars (2 minutes)
