LibGuides: How to Book Spaces in Ablah Library: Home

Steps for Booking a Space in Ablah Library

Community users or outside organizations are not eligible to reserve library spaces.

To reserve a library space -

Add the event to the space calendar in Outlook. When adding the event to the calendar -
- Make sure you are booking directly onto the room calendar. Do not book on your own personal calendar then invite the room. This makes it to where all we we see on our end is "last name, first name" and not the name of the event, then we don't see what event is happening.
- Create set up and tear down times and invite access.services@wichita.edu to the event. This ensures that we have the information in case it still shows as just your name on the calendar.
  - Set up and tear down times can be anywhere from 30 - 60 minutes. If catering will be delivering food, then you need to make the set up time for 60 minutes before the event.
- Do not book the event and set up/tear down times together. They need to be separate so we know the correct start and end times for the events.
- If your event includes multiple things happening at once but in different locations, make sure to book them for each room. Do not book them in one room then invite the other calendars, as we will not see what those are (they'll show your last name, first name).
Fill out the event form.
- Please be specific when making the booking. Tell us exactly how you want the room set up.

DSC
AL217
2nd Floor Balcony
Tech Hub
Collab Hub (area outside of RIS)
AL204 - Faculty Lounge
Atrium (area in front of Circulation Desk)
Patio (outside patio on lower level)
Lower Level Lounge (area outside of Special Collections)
Special Collections Reading Room (must contact Brent Adams)
Research Hub (must contact Michael Birzer)

Contact Needs	Name	Phone Extension	Email
General Event Info	Cynorra Jackson	x5115	cynorra.jackson@wichita.edu
General Event Info	Kelsey Unruh	x5071	kelsey.unruh@wichita.edu
General Event Info	William Weare	x5070	william.weare@wichita.edu
Event Set Up Needs	Joeli Gomez	x5111	joeli.gomez@wichita.edu
Marketing	Tate Penner	x5552	tate.penner@wichita.edu
Technology	Help Desk		Put in a technology ticket

Adding Calendars to Outlook

Reminder: These are only to be used by internal library employees. If you talk to a professor/group about holding an event in the library, you will be responsible for adding it to these calendars.

1. Click on "Add Calendar"

2. Click on "Add from Directory"

3. Select your email account

4. Type in "Room - Library - *room you are looking for*" You can find the full list of bookable rooms in this libguide under the tab "Bookable Rooms"

5. Select where you want the calendar to be stored

6. Click "Add"

7. Repeat this for all of the bookable rooms you want to be able to view.

1. Go to Outlook Calendar

2. Click on "Add from Directory"

3. Type in "Room - AL" into the box on the top left and hit the arrow button next to it (or hit enter).

4. Select all the calendars you want to add (to select multiple, hit the top one, then select the bottom one while holding the shift button).

5. Once you have all the calendars you want to add selected, hit the "calendar" button on the bottom left.

6. Click "Ok." You can then find them on the left bar of your Outlook calendar.

1. Click on "Add Calendar"

2. Click on "Add from Directory"

3. Select your email account

4. Type in "Room - Library - *room you are looking for*" You can find the full list of bookable rooms in this libguide under the tab "Bookable Rooms"

5. Select where you want the calendar to be stored

6. Click "Add"

7. Repeat this for all of the bookable rooms you want to be able to view.