We have put together some videos on how to book/amend/cancel a meeting in Outlook – MVDC Staff will need their normal Windows login to view them. SCC co-located staff and Surrey Police will be given a dedicated login by our ICT department.
Facilities Management are responsible for opening and closing meeting room partitions and meeting organisers need to be aware of the following process when booking a meeting room:
- Please notify property@molevalley.gov.uk if you require the room partition to be open/closed or for tea/coffee or other equipment e.g. flip chart.
- Meeting rooms should primarily be used for meetings; if you have any special requests please contact property@molevalley.gov.uk for authorisation (such as birthdays etc).
- If you are booking recurring meetings, book the room first and make sure it is available and the room has accepted before you add the attendees. This avoids having to send updates to attendees if the room is not available.
- Make sure you allow enough time for your meeting, including setting up/ clearing away / partitions opened /closed and make sure it does not overrun. Vacate the room as soon as your time slot ends.
- You can now cancel your own meetings if necessary. Please make any cancellations as early as possible to free up the meeting room.
The interview rooms should not be booked for meetings as they are solely for interviews with members of the public.
Rules of the Meeting Room
- If moving furniture make sure the wheels on the tables are unlocked
- Tidy up after use
- Clean any catering equipment you have used and put back in the cupboard
- Erase the white board
- Put any rubbish in the bins
- Turn off the air conditioning/heating
- Tell Facilities Management if any supplies of coffee/tea are running low
Please leave the room how you would wish to find it and report any problems to Facilities Management property@molevalley.gov.uk or extensions 3634, 3627 or 3184.