Calendar FAQs

Frequently Asked Questions about requesting rooms & resources

How do I enter my organization or group as a new customer if I am not on the current list?

From the "Request Room" page(listed on the lefthand side of the Room & Event Request page, the "New" button to the right of the Customer drop-down list will allow you to enter your organization or group as a new Customer. Once you have entered your new Customer, you must also enter at least one Contact. Contacts are individuals in that group or organization who make requests for room and resources. Since each Customer is a group or organization, they can have multiple Contacts.

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Why is the room I want not showing up in the list of available rooms?

Rooms that are (a) available for events and (b) large enough to hold the number of expected attendees will be on the list of requestable rooms.

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Can I request a room that is not listed?

Maybe. If the room is on the main campus, please contact Jan Seigmund at (931) 598-1734 or jseigmun@sewanee.edu. If the room is on the School of Theology campus, please contact Kelly Saunders at (931) 598-1105 or ksaunder@sewanee.edu or Sarah Welcher at (931) 598-1378 or swelcher@sewanee.edu.

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How do I cancel a room or resource request?

To cancel a room request, please contact Jan Seigmund at (931) 598-1734 or jseigmun@sewanee.edu. To cancel a resource request, please contact the appropriate person or department:

Service Provider Phone number E-mail address
Catering Aramark 598-1334 catering@sewanee.edu
Room setup (arrangement of room, additional chairs, tables, etc.) Physical Plant Services 598-1264 pps@sewanee.edu
Audio, visual, or computer equipment Academic Technology Services 598-1362 ats@sewanee.edu
Media releases Jan Seigmund 598-1734 jseigmun@sewanee.edu

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How do I change my room or resource request?

To change a room request, please contact Jan Seigmund at (931) 598-1734 or jseigmun@sewanee.edu. To change a resource request, please contact the appropriate person or department:

Service Provider Phone number E-mail address
Catering Aramark 598-1334 catering@sewanee.edu
Room setup (arrangement of room, additional chairs, tables, etc.) Physical Plant Services 598-1264 pps@sewanee.edu
Audio, visual, or computer equipment Academic Technology Services 598-1362 ats@sewanee.edu
Media releases Jan Seigmund 598-1734 jseigmun@sewanee.edu

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How do I request additional resources or resources that were not listed?

If you know the department or person who provides the resource(s), please contact them directly. If you do not know the department or person, please contact Jan Seigmund at (931) 598-1734 or jseigmun@sewanee.edu.

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Do the resources and services cost anything?

Some resources and services will cost you. Please contact the department or person specifically responsible for details.

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When I request catering, how do I request the specific food, drink, and services?

When you submit a request for catering, an Aramark employee will contact you to arrange the exact details (food, drink, services, setup, etc.).

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Can I request resources and services without requesting a room?

No, not using this system.

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Can I request a room for use during the summer?

Almost all requests for rooms during the months of June and July must be sent to and approved by Randall Taylor at rtaylor@sewanee.edu or (931) 598-1250. During those months, most of Sewanee's spaces not in use for academic classes are used for Summer Conferences and thus must be approved by Randall who coordinates those activities.

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How do I view the e-mail attachment with my room & resource request details?

The attachment is a Real Text Format (RTF) document. Almost all computers have software such as Microsoft Word or WordPad that can read RTF documents. Depending on how your computer is set up, you may have to save the attachment and then open it (this seems to be the case for some Macintosh users).

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Why can't I see the calendar when I am entering a starting or ending date for my event?

If you accidentally clicked on another window after clicking on the calendar icon, it may have opened in a window behind the current one. Clicking again on the icon reloads the calendar but it remains behind your current window. Minimize or look behind the window you currently have open to find the calendar.

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Why do events appear to start very early and end very late when using the "List view?"

This is a bug in the software. Each event can have "Setup" and "Teardown" time associated with it to block off the room for you to setup or teardown the room or necessary equipment, furniture, etc. In the "List view," this setup and teardown time is confused with the actual start and end time of the event. If you look in another view or click on the event's name to view details of the event, you will see that the start and end time are correct. We have reported this bug to the software developer and are awaiting a fix.

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