To reserve a room for any meetings or events on campus, you must use the following process:

Step 1: Log into MyGCC – Select Facilities Use Calendar

Step 2: Look for the date and time of your proposed meeting or event in the calendar to see what is already scheduled and verify the room you want to use is available (no event or meeting scheduled for that date and time). Be sure to check the box titled “classes” so that any classes scheduled in that room appear.

Step 3: Complete the Room Reservation form (also available from the Facilities Calendar page in MyGCC). You will need to include the following information to reserve a room:

• Banner ID
• Date(s)
• Start and end time(s)
• Event name
• Room
• Number of people expected at the meeting or event
• Room set up

The completed form will automatically be routed to the appropriate contact. They will enter the events or meetings into Banner.

Step 4: Complete an A/V Request

Once the event or meeting has been entered into Banner, the system will automatically generate a confirmation email to the individual making the room request. Booking a room is only step one in scheduling and event or meeting. If you need additional services required for the event or meeting contact the appropriate department (i.e. Food Services, Facilities or Teaching & Learning Innovation Center).

All scheduled events/meetings will be available to view by GCC faculty and staff (not students) through MyGCC under the My Account tab in the Facilities Use Calendar.

Remember, to reserve a room you must use this process. It is very important that you check the Facilities Calendar before submitting your request. Booking a room that is already in use will cause delay and/or cancellation of your meeting request.

Whenever possible, please give at least three days advance notice when reserving a room. If less than a three-day notice is given, a room will not be set up as requested.

If a special set up is needed for a specific room, those details must be submitted by Thursday 5pm prior to the event. If less notice is given, a room will not be set up as requested.

Cancellation of an event or meeting – please notify the contact person listed above.

If you also want your event to appear on the public events calendar on the GCC website you still need to complete a publicity request.

Room Set-Up Options