Do you need a room reservation? Find instructions below on how to reserve a room.

Your meeting reservation will be confirmed with the assumption that you have sought all required approvals from executive management.

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Meeting Organizer Responsibilities:

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• Meeting organizers are responsible for creating their own reservations or delegating the task to another employee in their department.

• When dealing with a scheduling conflict please contact the scheduler of the current reservation, work with them to come to an agreement. Before contacting the scheduler check: 

  • Room Availability: If your meeting has fewer attendees than the one occupying your desired slot, check if there's another room that can comfortably fit your group. This might resolve the issue without needing to reschedule.

• Be sure to begin and end your meeting at the time scheduled. If you need to extend your meeting time, please check to make sure there is availability.

• If there is a meeting prior to yours and that meeting has not ended at the scheduled time, you can enter the room to inform the party of your reservation so they can vacate.

• Always leave the room in the same condition as you found it.

• Meeting rooms are normally left open during standard business hours. This does not mean they are available.

  • ​Please Note: Do not use an open meeting room without reserving the room prior.

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Room Set-Up Advance Notice:

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To ensure a seamless experience for all attendees and to allocate the necessary resources, it is essential that we adhere to the outlined timeline and procedures. Please take note of the following steps for initiating and managing your in-office meeting bookings:

 

Initiating the Booking Process:

• To start the booking process, please send an email to Travel@iapmo.org, providing the name, date, and time of your upcoming meeting. No later than 30 days in advance.

 

Submission of Meeting Details Form:

• Upon receipt of your initial request, the Travel Team will provide you with a link to the Meeting Intake Form.

• Complete and submit the form no later than 30 days before the scheduled meeting. This will ensure that all details, including AV requirements, catering preferences, and any specific needs, are accurately provided.

• Any special off-site team building requests must be submitted 30 days, confirmation will be sent to liaison no later than 14 days in advance.​

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Confirmation Process:​

• 14 days before the scheduled meeting, Emily Owen will contact you to confirm all the details.

• This confirmation will be a final check to ensure all aspects of the meeting are in order.

• Emily Owen will be your main contact for all meeting needs.

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Communication Channels in Case of Issues:

• If there are any issues or concerns on the day of the meeting, please reach out to Emily Owen directly.  She can be reached directly via Teams or by phone at: (760) 807-0619.

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Emergency Contacts:

• If Emily Owen is unavailable, please contact the IAPMO Travel Team office at travel@iapmo.org or Tina Marian at 909-633-2079.

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General Policies for Meeting Reservations:

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Booking:

• Reserve rooms in advance and cancel or modify bookings promptly.

• Arrive on time and finish meetings as scheduled.

• Check room availability before scheduling meetings.

• Notify Emily of any changes or needs in advance, be flexible, and communicate any extensions early.

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Clean-Up & Vacating:

• Dispose of trash on tables, leave the room tidy, tuck in chairs and erase whiteboards.

• Leave lunch tables clear: If food is leftover, the meeting liaison needs to inform staff if attendees will take it home or staff can place it in the lunchrooms.

• Return or replace shared resources like markers and cables.

• Report damages, technical problems, or concerns promptly.

Please make sure that you ask for assistance at least 30 days in advance before the meeting or event.  

Step-by-Step

This form is a step-by-step breakdown of the room reservation process.