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Office of Conferences & Special Events

Instructions on using the R25 Webviewer

Check for space availability

  1. Open Internet Explorer.
  2. In the address box, type R25.Bryant.edu. Today's events will be displayed.
  3. To see if a room is available, click Locations at the top of the screen. On the right side of the screen, use the calendar to change the date if necessary.
  4. Below the calendar, choose the 'filter' to narrow your search to the specific area of the campus where your space is located. Once this is done, you will see the room names listed on the left of the screen and a grid showing whether or not the room is available (you may need to scroll down to find your room). If there is a green/gray block over the times you want, the room is not available. You may need to scroll to the right to see events occurring later in the day. Floating your cursor over the block will show the name of the event.
  5. You can then search for another room or another time if necessary.

Note: most of the rooms have photos associated with them. To see a picture of the room, right click the room name, and then click Open. A room Features List, room capacity, and a photo are displayed.

To request a space

  1. Once you have determined room availability, you can submit a request to reserve that room.
  2. Click My Requests at the top of the screen. Enter your user name (your email name minus @ bryant.edu) and password (your initial password is Bryant - you can change this).
  3. Click New Request.
  4. Once the Request an Event form appears, fill in as much information as possible; otherwise, it could slow down the reservation process if additional information is needed. This information is necessary in order to assign an alternate location in the event that your original space is not available. Head count is very important if it becomes necessary to assign another appropriate location if your first choice is not available. Enter quantities under specific Resources, if any are needed.
  5. Unless your event spans midnight, do NOT change the end date. The start and end dates should be the same. Use the repeat section to request additional dates if required.
  6. Use the comments section to specify a particular room set up if you have requested a conference room, such as MRC 3/MR3 or MRC 4/MR4. Examples of room set ups are classroom style (tables and chairs), theatre-style (rows of chairs with aisles), or rows of chairs. Make sure you have entered an expected head count.
  7. When the form is complete, click submit.
  8. You will receive an initial email stating that your request has been received. This is not the same as your request being processed. It means that your request is in the scheduler's drafts box and will be processed in the order it was received.
  9. Once your request has been processed (i.e. a room has been assigned, or additional information is needed), you will receive an email with an Event Summary attached. Open this summary, review it carefully and read any additional messages that may be present, as it is up to you to make sure the reservation is correct.

If you have questions regarding your reservation, contact University Scheduling (schedule@bryant.edu) as soon as possible. Make sure you reference the Reservation ID, which looks similar to 2006-AABXYZ. Again, it is important to note that even though a room may be available when you look at WebViewer, by the time your request is processed, it may have been assigned to someone else whose request superseded your request.

For a printable version of these instructions, click here.

 
 
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