Conference Room Calendars & Reservation Process

General Information

The TSRI calendars only include TSRI-related events and are only viewable within the TSRI network. Conference rooms can be reserved for a TSRI event by following the instructions described in Reservation Process.

Conference room details such as Name, Location, Capacity, and Audio/Visual capabilities can be found in the Conference Calendar Table. To view events scheduled in a particular conference room, select the appropriate HTML link in the table below.

Large Conference rooms (>50)
	BCC1 - W.M. Keck Foundation Amphitheater (150) MBB2N - THE COMMITTEE Lecture Hall (115) IMM1E - Immunology East Conference Rm (70)
Small Conference rooms (<50)
	BCC2 - Beckman 2nd Floor Conference Rm (22) BCC3 - W.M. Keck Foundation Conference Rm (22) BCC4 - E.B. Scripps Conference Rm (22) BCC5N - J.W.K. Kellogg II Conference Rm (22) BCC5S - The Roon Foundation Conference Rm (22) IMM1W - Money/Arenz Foundation Conference Rm (25) HR205 - Human Resources Training Room (40)
Announcement Only
	GH1 - Valerie Timken Amphitheater (187) ICND1E - ICND Auditorium East (60) MEM1EP - MEM Multipurpose Room, Podium Side (50)** MEM1ET - MEM Multipurpose Room, Table Side (50)** CB107 - CIMBio Room 107

**Combining of MEM Multipurpose Room, Podium Side (50) and MEM Multipurpose Room, Table Side (12) provides a combined capacity of 100.

Location Code: Building key, floor and position, e.g. North, South, East, West - Name of conference room (capacity)

Building Key: (La Jolla Campus Conference Room Map)
BCC - Beckman Center for Chemical Sciences
CB - Center for Integrative Molecular Biosciences
GH - Green Hospital Building
HR - Human Resources Building @ 3377 Torrey Pines Court
ICND - The Institute for Childhood and Neglected Diseases
IMM - Immunology Building
MBB - Skaggs Institute Building
MEM - The Molecular & Experimental Medicine Building

Please contact the Calendar Office if you wish to schedule an Institute Event or submit an announcement for publication in the TSRI Weekly Scientific Calendar for an event that will take place in a venue OTHER THAN those listed above.

To announce an event in one of the conference rooms listed below, email your request to the address indicated for the desired room. Once you receive a reply confirming your request has been accepted, follow the Reservation Process and attach the confirmation email. The event will then be posted on the TSRI calendar for the requested conference room.

While you may be able to reserve a conference room or request an announcement at any time, the deadline for entries to the TSRI Calendar of Events publication is 12:00 noon on the Wednesday prior to the seminar week. Similarly, the deadline for entries to the Biotech Calendar is 12:00 noon on the 12th of the month prior to the publication month.

Reservation Process

In order to reserve a TSRI conference room, you must log onto your account on the TSRI Exchange server and have access to Microsoft Outlook.  If you need assistance in establishing or configuring your account, please contact the HELP desk at Ext. 4-9369 or submit a Trouble Ticket.  Contact the Calendar Office if you require further assistance.

BCC1 (W.M. Keck Foundation Amphitheater) and MBB2N (THE COMMITTEE Lecture Hall) require a one half an hour vacancy between occupancies to allow for set-up and take-down of equipment.

Audio/Visual needs: please see Conference Calendar Table or contact BioMed Graphics at Ext. 4-8233.

Housekeeping and Facilities Services: contact Facilities, Ext. 4-9010 for any service required.   Any facilities failures should be reported as soon as possible by calling Ext. 4-9010.

Internet Access and Teleconferencing Setup:  contact Telecommunications, Ext. 4-9701.

Instructions for using Outlook to reserve a conference room are given below.  Click here to download the detailed instructions in PDF format.

Step One: Adding Conference Room Calendars to your Outlook

1. Log onto to the TSRI Exchange Server
2. Launch Microsoft Outlook on your computer though one of the following two options:
   
   
• For PC Users on the TSRI Exchange Server, open Outlook from your Desktop and enter your password to log into your Outlook account.
  
  
• For all other users, you may access the program through the following link: http://citrix.scripps.edu/Citrix/MetaFrame/auth/login.aspx. If you prefer, you may download a stand alone Outlook Client onto your desktop for access. http://www.scripps.edu/rc/citrix/standalone.html. Enter your username and password to login to your account on the Citrix Server and then left click the Outlook 2003 icon to launch the program.  Contact the Research Computing Help Desk, ext. 4-9369, if you have problems connecting to the Citrix Server.
  
  
3. Your Outlook account will open up in a new window. You may need to configure Outlook the first time you launch it. Instruction is available at http://www.scripps.edu/rc/exchange/outlook_citrix.htm.
4. Select "Calendar" on the Navigation Pane on the left side to view your personal daily, weekly, or monthly appointments. 
5. Select "Open a Shared Calendar" on the Navigation Pane to display a new window.
6. Select "Name" to display the Global Address list and click on the upper right drop down menu to select "La Jolla Conference Rooms".
7. Scroll through the list, highlight/select the desired calendar (e.g. IMM1E-Immunology East Conference Room) and select  "OK" on the bottom of the window.  It is HIGHLY RECOMMENDED that you add all four large conference rooms to your Outlook.  Such a configuration will allow you to view other events that may be concurrent with the desired date and time for your event.  This will help to avoid scheduling of major events at the same time in different rooms. 
8. The "Open a Shared Calendar" window will display the selected calendar to be added to your Outlook.  Select "OK"
9. The selected calendar (e.g.  IMM1E - Immunology East Conference Room) will automatically be displayed next to your personal calendar and should now appear in your list of calendars.
10. Repeat the process to add THE COMMITTEE Lecture Hall, Valerie Timken Amphitheater, and the W.M. Keck Foundation Amphitheater.  All four conference room calendars will be displayed side by side with your personal calendar.  It is HIGHLY RECOMMENDED that you add all four large conference rooms to your Outlook.
11. You may then add as many additional calendars for other conference rooms to your Outlook account as you wish.   Once you have added the calendars to your Outlook Profile, you can then view a single calendar or multiple calendars at the same time by selecting/deselecting the box for that calendar under "Other calendars".
12. To view events scheduled on another date, select on the day/month/year in the calendar displayed in the upper left corner of the Navigation Pane.    The screen will automatically refresh for the selected calendars on that date.
13. To view the event details, double click on the event of interest and a new window will be displayed.
    
    

Step Two:  Filling out the Event Information Form

It is highly recommended that you fill out the information for every event.  However, for all events in the large conference rooms, you MUST attach a completed Event Information Form to your invitation/reservation request. 

1. Download a PDF copy of the Event Information Form (PDF) to your computer. If you do not have the full version of Adobe Acrobat, you may download a word version of the Event Information Form (Word).
2. Fill in the information requested.
3. Save the file to your computer using the following format: date of the event_location code (3.12.07_IMM1E.pdf)
   
   

Step Three: Reserving a conference room for your event

To request a conference room for your event:

1. Log onto to the TSRI Exchange Server.
   
2. Launch Microsoft Outlook as described above in Step One.
3. Select "Calendar" on the Navigation Pane on the left side to view your personal daily, weekly, or monthly appointments.
4. Select calendars for all four large conference rooms: BCC1, GH1, IMM1E, MBB2N to review major events scheduled.
5. Select additional calendars to view availability as desired.
6. On your PERSONAL calendar, select the desired date and starting time for the event you are trying to schedule.
7. Review concurrent events in the large conference rooms that may adversely impact attendance at your event.
8. Create your invitation for this event by selecting "New Meeting Request" on the top left of the Outlook tool bar.
9. Type in the title of the seminar/event in the "Subject" box. 
10. Adjust the "Start time" to reflect the desired date and time of day. 
11. Adjust the "End time" to reflect the desired date and time of day. 
12. If this is a recurring event, select "Recurrence" in the toolbar at the top of the active window.
13. Select desired "Recurrence Pattern" and "Range of Occurrence".  NOTE: it is highly recommended that you use a specific END DATE, preferably no longer than 12 months in the future.  This will help avoid loss of any edits to individual occurrences within the series if you change the end date for the series.   Review all information before selecting "OK"
14. Select the "Scheduling" tab to invite the desired conference room as a resource and any desired attendees.
15. Under the column header "All Attendees", type in the name of the desired conference room.  Select "Tools" on the toolbar, and then select "Check names" to ensure you have the correct room
16. The default invitation status for the conference is "Required Attendee".  BEFORE sending your invitation, you MUST CHANGE the conference room to a "RESOURCE (Room or Equipment)".  Failure to do so will result in a delay in the reservation of the desired conference room. To do this, select the red circle with the white arrow to the left of the conference room name and right click.  Select "Resource" from the drop down menu as shown below:
17. You may then add additional attendees by repeating Step #15.  Once they are added, you may change their status form "Required Attendees" to "Optional Attendees" as desired.
18. Click on the "Appointment" tab at the top and you will see that the location is now auto-populated with the conference room you invited:
19. Before sending the invitation, you must attach the completed "Event Information Form".
    a) For users running Outlook on the TSRI Citrix Server:
    i. Select "Insert File" (paperclip icon) from the toolbar. The following window will automatically pop up, select OK.
    ii. From the "Look In" drop down menu, select "H$ on 'Client' (H:)"
    iii. Once you have accessed your computer desktop, select the desired Reservation Form and hit "Insert".
20. If the event is scheduled for the Valerie Timken Room, you must also attach the confirming email form Betty Neff.
21. Hit "Send" on the toolbar.
22. If the conference room is "monitored", you will receive a reply within 48 hours if your request is accepted. 
23. If the conference room is "un-monitored", you will be shown one of the two the following windows:  
24. In ALL cases, you MUST check the calendar for the invited conference room after you receive your confirmation to ensure the calendar reflects your event and all information is correct.  If not, correct and send update to all so that the conference room and attendees will automatically receive the corrections as well.
25. If you need to make changes or delete the event, simply edit/remove on your personal calendar and select "Send Updates".

Have a question? Email the Calendar Office.

Copyright © 2007 TSRI. All rights reserved. Reproduction in whole or in part in any form or medium without express written permission of TSRI is prohibited.