Room Set-Up Time in Calendar 
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: 24
: 24
: 0
: Notes Client / Calendar
: resource, calendaring
: Sandi Glazebrook839 26 Nov 2007
: / Email
I would like to see a feature/configuration so that when a user books a room or resource to allow for set-up time.  In many instances we have rooms that have to be reconfigured prior to a meeting, or resouces that need to be acquired and set-up prior to the start of a meeting.  Because meetings can be scheduled back to back this sometimes causes issues with room set-up or teardown and therefore meetings starting late.  A checkbox when the user makes the reservation would be the best way to implement so that the room is utilized to its full potential.

1) Bruce Kahn167 (18 Mar 2008)
I would be interested to hear some thoughts/suggestions on how to best represent this 'non-reservation' time in both views and the UI.

For exmaple: the Chair only requests a meeting from say 9AM - 10AM but the room crew needs 10 minutes to cleanup/reconfigure. In the views should it show I requested 9AM - 10AM or 10:10AM? In the busytime search, should the UI distinguish that 10 minutes as separate from the meeting (so its clear to those looking that the room is being serviced?) or squish it into the same entry (so you see "Details for 9AM - 10:10AM" in the GUI)?

I like having a different color but that can be problematic for screen readers and other similar systems (plus the GUI is not great at showing small differences such as between 10:10 and 10:15, esp. on smaller sized screens)

Oh to be fair, there should also be some form of "prep" time added for rooms which could be useful as well. Then it gets harder to juggle things. Can the 'cleanup' time overlap with the next entrys 'prep' time? (I bet there are feelings on both sides of this too.)
2) Sandi Glazebrook839 (27 Mar 2008)
Since as I envision this some meeting may not require set-up or clean-up maybe a change to the mail template to have a check box that the user can select to add time to their appointment for prep or clean-up would be the easiest way to handle.


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