HQ – How to book a room

A guide to booking rooms at Culross House

There are two rooms available for booking by volunteers:

  • The main hall. [Capacity 25 people]
  • First floor meeting room [Capacity 6 people]

Both rooms include a computer (with MS office suite installed) and a large screen TV, which can be used for presentations. Alternatively, HDMI and wireless display connectivity are also available to allow use of your own laptop. Video conferencing hardware is also available on request.

Calendars showing the availability of both rooms can be found on the availability calendar page.

If you have an @harrogatescouts.org.uk email address then follow the process for Office 365 users. If you do not have a @harrogatescouts.org.uk email then follow the process for External users.

Booking a room (Office 365 users)

  1. Check the availability calendar to ensure that the room is available.
  2. Go to https://outlook.offfice.com and login with your @harrogtescouts.org.uk email address.
  3. Select the Calendar icon from the icon bar on the left-hand side of the Outlook window (box 1 on the screenshot below)
  4. Click the "New Event" button (box 2 in the screenshot) to create a new event
  5. Complete the name of the event (box 3 in the screenshot)
  6. Click into the location box (box 4 in the screenshot) and type 'HQ'. This will list the rooms available for booking. Choose the room you wish to book from the list.
  7. Optionally, invite attendees (box 5 in the screenshot)
  8. Click the 'Save' button (box 6 in the screenshot)
  9. Shortly after clicking save you should receive and email from the meeting room confirming your booking has been successful. After 10-15 minutes the availability calendar should also update to show the time/date you booked as "Busy"

Cancelling a room booking

If you need to cancel your room booking it can be removed by deleting the calendar entry from your outlook calendar.

Booking a room (External Users)

Booking a room without an @harrogatescouts.org.uk email address is possible, but the exact process depends on your email provider. We have provided some examples of the most popular providers below

GMail / Google Workspace users

If you are a gmail user then follow the steps below.

  1. From the Google Calendar application create a new calendar event (box 1 on the screenshot below)
  2. Complete the title of the event (box 2 on the screenshot) and the time date (box 3)
  3. In the "Add Guests" box enter the email address of the room you wish to book.
    • use mainhall-hq@harrogatescouts.org.uk for the main hall on the ground floor
    • use meetingroom-hq@harrogatescouts.org.uk for the meeting room on the first floor.
  4. Click the "Save" button (box 4) to create the event. On clicking save a popup box may appear asking if you would like to "Send the invite to guests". Choose the "Send option"
  5. After a while you should receive an email from the meeting room confirming you booking. After 10-15 minutes the availability calendar should also update to show the time/date you booked as "Busy"
Creating a new room booking from Gmail/Google Workspace

Cancelling a room booking

If you no longer require your room booking then it can be removed by deleting the calendar entry in your google calendar. (Select the event in your Google calendar and then click the dustbin icon in the top-right of the calendar entry). When asked if you want to send cancellation emails to participants, select the "Send" option. This will ensure the room booking is removed and the time freed up for other users.

hotmail.com/co.uk & outlook.com users

If you are a hotmail.com/co.uk or outlook.com user then follow the steps below. First switch the calendar and choose the "New Event" option as shown in the screenshot below.

In the "New Event" popup window follow the steps below:

  1. Enter the title of the event (box 1 in the screenshot below).
  2. Enter the email address of the meeting room you wish to book in the "Invite attendees" field (box 2).
    • use mainhall-hq@harrogatescouts.org.uk for the main hall on the ground floor
    • use meetingroom-hq@harrogatescouts.org.uk for the meeting room on the first floor.
  3. Enter the time and date (box 3)
  4. Click the "Save" button to save the event. A "Send" button will then be displayed. Click the "Send" button to send the request for the room booking.
  5. After a while you should receive an email confirming that the booking has been accepted. After 10-15 minutes the availability calendar should also update to show the time/date you booked as "Busy"

Cancelling a room booking

If you no longer require your room booking then it can be removed by deleting the calendar entry from your outlook calendar. Find the meeting in your outlook calendar and open up the event. Click the red "Cancel" button in the top right of the window. This will send a request to the meeting room to cancel the meeting.