To: Building Schedulers:
The resource calendar is such a wonderful tool allowing easy and efficient use of church resources. Thank you for your contribution.
As a refresher, please make sure basic information is typed in or added for every entry either on the front of the calendar or in the back-up information behind the date:
A. Show name of ward (or stake auxiliary, or family name). This is important in understanding appropriate usage and priority, especially when negotiation is needed. Often members or leaders making reservations don’t think to list their ward in the verbiage they submit.
The building scheduler may need to add the Ward name, by figuring out who is doing the reservation if the requester doesn’t identify their ward. Stake reservations that aren’t obvious may need to identify their auxiliary such as employment or AP/YW committee.
B. Show contact name with either an email address or phone # or both. If the person, ward, or group does not provide a contact, then use the name of the person submitting the reservation.
There are still quite a few reservations that don’t have a contact listed.
C. Times for reservation includes set up and take down and is frequently longer than the time of the event. The regular calendar would indicate event time, however it is understood that some resource reservations such as recitals aren’t part of ward or stake calendars.
Listing of times seems to be working well.
D. Parts of building, or equipment needed. Multiple use of buildings is normal, and facilitated by this information. Since there is only one projector per building, reserving a projector on a particular building’s resource calendar is a good idea. Reserving the stake sound system is also a good idea (post to the
Reserving parts of the building seems to be working well.
Rules of engagement:
Order of priority when selecting dates.
1. Church calendar (
2. Stake calendar
3. Ward calendar
4. Appropriate family use
Events on the regular calendar would often have a related resource calendar reservation, however when push comes to shove, the regular calendar takes priority even if everything isn’t covered in the resource calendar. An easy example that no one would dispute is that a wedding reception reservation would not be accepted even if General Conference wasn’t shown reserving the building on the resource calendar, or there would be no question that Youth Conference would take the whole building even if the calendar didn’t say so.
A practice that is tempting but is discouraged is blocking out dates, or other protective measures. Reserving every Saturday for 4 weeks to make sure the Saturday that is really wanted is available is not fair and good use of the resource system.
Thanks again,
