Reservations: conflicts with long term repeating events

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cindichr
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Reservations: conflicts with long term repeating events

Postby cindichr » Thu Oct 27, 2011 3:00 pm

Just wondering how to reserve the weekly, repeating, Youth activity nights, using the entire building, but then allow 3 evenings per month, for the 3 Wards' Relief Societies to use the RS room and the kitchen. The RS's meet on a monthly repeating cycle. Do I have to leave the kitchen and RS rooms open on the long term cycle, which then means the youth groups might lose the RS room to other groups thinking they are open for use? The site gives the conflict warning, but does not allow me to adjust just the nights in question, just shows the year's worth of conflicts with no solution.

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aebrown
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Postby aebrown » Thu Oct 27, 2011 3:06 pm

cindichr wrote:Just wondering how to reserve the weekly, repeating, Youth activity nights, using the entire building, but then allow 3 evenings per month, for the 3 Wards' Relief Societies to use the RS room and the kitchen. The RS's meet on a monthly repeating cycle. Do I have to leave the kitchen and RS rooms open on the long term cycle, which then means the youth groups might lose the RS room to other groups thinking they are open for use? The site gives the conflict warning, but does not allow me to adjust just the nights in question, just shows the year's worth of conflicts with no solution.


The solution is not to reserve the entire building for the wards for youth activity nights. Just give them the rooms they need (which will not include the kitchen and RS room). Then there will be no conflict with the other reservations you make for the RS room and kitchen.

The option to reserve or schedule the entire location should be used very sparingly. There are very few instances where an event dominates a building so much that absolutely no other rooms could possibly be used. A funeral or stake conference might be reasonable cases where this appropriate, but most other events will work just fine, even if a small group is meeting in the Primary room or the multi-purpose room at the same time. So be very cautious in scheduling the entire location just because it's easy to check one box instead of selecting several rooms.
Questions that can benefit the larger community should be asked in a public forum, not a private message.

cindichr
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Posts: 11
Joined: Tue Jul 26, 2011 10:52 pm
Location: Edmonton, Alberta, Canada

Postby cindichr » Thu Oct 27, 2011 3:17 pm

The youth groups do use the RS room/kitchen when the Relief Societies are not using them. Each ward is bumped one night each month from those rooms for Relief Society use. I did try selecting just the individual rooms by themselves, thinking I could edit the one night a month, but it didn't allow me to do that. Did I miss something or do I just exclude the RS room/kitchen from the youth night reservation and assume everyone knows they are for the youth nights without it being reserved for them for them on the alternate weeks?

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aebrown
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Postby aebrown » Thu Oct 27, 2011 3:22 pm

It still seems to me that you can exclude the RS room/kitchen rooms from the youth night reservation, and then schedule the RS room and kitchen for the three wards on their nights and for the ward that has the youth night reservation on the 4th (and possibly 5th) weeks. I don't think you would need to "assume everyone knows" -- there should be sufficient flexibility to actually set the reservations for what your buildings policies are.
Questions that can benefit the larger community should be asked in a public forum, not a private message.


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