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Use this SOP to reserve meeting rooms, facilities, or grounds space by creating an event on the CCE Orleans Events calendar in Outlook. Following these steps helps prevent double-booking and ensures reservations are set up consistently.
Quick Summary
- Create an event on the CCE Orleans Events calendar in Outlook to reserve space and avoid double-booking.
- Use Scheduling Assistant to add the correct room/resource and confirm availability.
- Use calendar groups when reserving the full fairgrounds or the admin building.
Public visibility + privacy
The CCE Orleans Events calendar is published publicly at https://cce.cornell.edu/orleans/events.
- Only include information in the event description that is appropriate for public viewing.
- Internal-only details: add them as attachments (attachments are visible only to Events calendar owners/admins).
- Private meetings: mark the event as Private when details should not be shared publicly.
- Images (illustrations, photos, and clipart) do not appear on the published calendar—do not use images to communicate important information.
Before you start
If you do not have the CCE Orleans Events calendar listed in Outlook, follow the CCE Knowledge Base instructions at Article - CCE Orleans - Outlook - Add Orleans calendars.
Step-by-step: Add an event and reserve space
- Open CCE Orleans Events calendar.
- Open Outlook and click on the calendar tab.
- Click to select and view the CCE Orleans Events calendar.
- Double-click the requested date/time to create a new event.
- Add the Basics
- Subject: Use a clear title that makes sense on a published calendar.
- Meeting Title (Organizer Name)
- Example: “Garden Class Series @ 6pm (Katie Oakes)”
- Day/Time:
- Uncheck “All day event”
- Select the start and end times for the meeting reservation.
Reminder: Reserve Meeting Buffer Time!
| Ensure the setup before and cleanup after your meeting is taken into account, to ensure the space is held for the full duration needed. To lessen confusion for the public on start and end times of the actual meeting, use separate meeting events. (Mark buffer meeting events as private if you don't want them visible to the public.)
Example:
- 5-6pm “Prep for Garden Class”
- 6-8pm “Garden Class Series @ 6pm (Katie Oakes)”
- 8-8:30pm “Garden Class cleanup”
|
- Set meeting options
- Show As: set to “Busy.”
- Reminder: set to “None” unless you want all Events calendar owners to be reminded.
- Private: if details should not be public, click the Private icon.
- Category: choose the appropriate category so staff can identify what program area booked the space.
- Recurring meeting (if needed)
- Click the Recurrence icon and choose the pattern (weekly, monthly, etc.).
Be sure to set an end date so the recurrence stops.
- (Optional) Add public notes and attachments
- Notes/Description (optional): include only details appropriate for public viewing.
- Include meeting description and hyperlink for more information.
- Images (illustrations, photos, and clipart) DO NOT show up on the published calendars.
- Attachments (optional): Attach internal-only details (visible only to Events calendar owners/admins).
- Add a Business Card or file attachment to track organizer/host details not intended for the public.
- Reserve the room/resource using Scheduling Assistant
- Select Scheduling Assistant (under Appointment tab).
- Select Add Rooms… and search “cceorl” to view available CCE Orleans locations.
- Double-click the requested room/resource and click OK.
- Confirm availability in Scheduling Assistant before sending.
- (Optional) Invite organizer/host
- If the organizer needs an email confirmation or event added to their own calendar, add them as an attendee.
- For @cornell.edu addresses: search the Global Address List and add to Required.
- For non-Cornell email addresses: type the email address into Required (separate multiple addresses with a semicolon).
- Review and send
- Return to the Meeting tab and review the event details (subject, time, room/resource, privacy, and public description).
- Click Send/Save to post the reservation on the Events calendar.
Reserve multiple resources via Outlook groups
Use the following calendar groups when you need to reserve the entire fairgrounds and/or the entire admin building:
- EXT-ORL-Calendars-Grounds
- EXT-ORL-Calendars-AdminBldg
Once group is added, click the “+” next to each group name to expand and show individual locations. If you do not expand the group, Outlook will warn that rooms/resources are not visible.
Public Access and View
Public events page: https://cce.cornell.edu/orleans/events
Direct calendar link: Open shared calendar link
Staff vs Public View
CCE Staff View in Outlook
Public View
Current rooms/resources (As of 3/2026)
- EXT-ORL-Calendars-AdminBldg
| cceorlConference |
CCE Orleans Conference Room |
| cceorlCurtis |
CCE Orleans East Classroom Curtis |
| cceorlHarrington |
CCE Orleans West Classroom Harrington |
- EXT-ORL-Calendars-Grounds
| cceorlCattleBarn |
CCE Orleans Cattle Barn |
| cceorlCurtisPav |
CCE Orleans Curtis Pavilion |
| cceorlFairOffice |
CCE Orleans Fair Office |
| cceorlHorseArena |
CCE Orleans Horse Arena |
| cceorlKnightsBld |
CCE Orleans Knight’s Building/Indoor Arena |
| cceorlLartzBldg |
CCE Orleans Lartz Building |
| cceorlShowArena |
CCE Orleans Show Arena |
| cceorlSouthPav |
CCE Orleans Southern Pavillion |
| cceorlSrCouncil |
CCE Orleans Senior Council Stand |
| cceorlSwinePav |
CCE Orleans Swine Pavilion |
| cceorlTrolleyKit |
CCE Orleans Trolley Kitchen |
| cceorlTrolleyMR |
CCE Orleans Trolley Main Room |
| cceorlWachobBldg |
CCE Orleans Wachob Building |