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The company I work for recently built a very large multimedia meeting space with top of the line technology. Now that the resource is bookable in Outlook and Teams we were seeing several users trying to book the space needlessly as we have much more suitable rooms for several of the requests. The new space was designed for events, board of director gatherings, sales/marketing demonstrations, and other specific reasons. Certain criteria is required to book the space. We turned off auto accept meetings and added delegates that can accept or deny bookings. I want to see if further automation is possible. The other route we considered was using Booking, however since this is a resource mailbox there are no login credentials.
I am wondering is there an automated way to send a questionnaire from the resource's mailbox to the requestor for additional information. The questionnaire would be required prior to the delegate having to choose whether to accept or deny the booking?
Example of the information we would be requesting:
Room Layout (Classroom, board-room, Auditorium, Hollow Square, Other)
Meeting type (Hybrid, Teams, in-person)
Head Count (Max: 450)
Technology Requirements (Touch screen panels, hand held mics, projectors, soundboard)
Food and Beverage (Y/N)
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