Wards Sharing Building on Activity Night

In our Stake, we have two buildings with 3 wards in each building. In each building, one ward has Tuesday nights and two wards share Wednesday nights. In late December, the building schedulers made reservations for the three nights, but on the shared Wednesday night, they could only assign the reservation to one of the two wards that are sharing the building. This results in only that ward being able to schedule events and resources during the activity time on Wednesday nights. Also, the wards on Wednesday nights each get the cultural hall two Wednesdays out of the month.

Has anyone found a way for this to work? I can see two options:

1. Splitting the reservation into two, one for each ward based on the night they have the cultural hall.
2. Leaving things as they are and the two wards just communicating what rooms they need, the same as it has always worked.

Any ideas?

toddnielson wrote:Splitting the reservation into two, one for each ward based on the night they have the cultural hall.

If the wards have it on alternating Wednesdays, or are assigned specific rooms, that will work.

toddnielson wrote:Leaving things as they are and the two wards just communicating what rooms they need, the same as it has always worked.

You could just not use reservations at all and have them place events to "book" the rooms they need. They can communicate between them when there is a conflict. If the third ward tries to schedule something, you can break out the big wooden ruler.

toddnielson wrote:1. Splitting the reservation into two, one for each ward based on the night they have the cultural hall.

Our stake has the exact same issue in two of its buildings. Even before the new Calendar system, the two wards in the building that share Wednesday evening decided to divide up the rooms, giving the cultural hall to one ward on 1st and 3rd Wednesdays, and to the other ward on 2nd and 4th Wednesdays. The ward that doesn't have the cultural hall has the multi-purpose room.

Now with the new reservations capability, those existing rules fit nicely into specific reservations. Both wards have a reservation for every Wednesday night, but for different rooms. On rare occasions when a ward wants the cultural hall on a night reserved for the other ward, the building scheduler facilitates the change. It works great, and coordination between wards is required very rarely.