Rooms and Needed Times

Each event that you create can include one or many rooms that are needed.  Whenever rooms are included, Events2HVAC actually creates a new event definition for each room that is assigned so that each room can be linked and scheduled appropriately for any equipment that serves the rooms.

Example:

“Event 1” scheduled for 3/1/2016 12:00pm – 3/1/2016 3:00pm with 3 rooms needed from 11:00am to 3:30pm would be scheduled in Events2HVAC as:

In this example there is a 1 hr setup time and a 30 minute teardown time for the rooms after the actual main event.

The NeededBy and NeededUntil time fields are very important for determining the setup and teardown periods for the room.  Normally the NeededBy time should be equal to or less than the event start time and the NeededUntil time should be equal to or greater than the event end time.

Your ChMS system will allow a user to enter any time in this field so Events2HVAC will automatically adjust the room event start/end times appropriately:

NeededBy time >  Event Start Time: 

Room event will start at the NeededBy time and no setup time will be used.

NeededUntil time <  Event End Time: 

Room event will end at the NeededUntil time and no teardown time will be used.