Mountaineers Volunteers - How to Schedule a Room

Instructions for leaders on how to reserve a room at the Seattle Program Center for courses, activities, committee meetings and public events and add an offsite event to the Seattle Branch Calendar.

IF THIS IS YOUR FIRST TIME RESERVING A ROOM be SURE TO READ the following INSTRUCTIONS thoroughly. This is for Mountaineer Member Reservations Only

Know what you're doing? Get started now: Reserve a Room

For more information on renting space for non-Mountaineers events, please visit our Seattle Program Center Rental Page.

Read on to learn what you need to do to schedule a room at the Seattle Program Center for Mountaineers courses, activities, meetings and public events or to add an offsite event to the Seattle Branch calendar.


Step 1 View the Seattle Program Center calendar. Note: If you're already on the Seattle Program Center page, click on "All Events" in the left sidebar. This view includes all events at the Seattle Program Center including public events, private events, committee meetings, courses, and activities.

Step 2 Navigate to your desired event date and check availability. All events confirmed and tentative are included on the calendar.  

Step 3 Choose the blue "+ Add Event" from the top right corner of the calendar page.

Screen Shot 2021-02-17 at 3.08.32 PM.png

Step 4 Enter your event details for all tabs and fields designated with a small red square. 

Default tab

  • Event Location: Choose "Seattle Program Center - 7700 Sand Point Way NE, Seattle, WA 98115."
  • Event Starts/Ends: This is the information the public sees and does not include setup and break down time. Please make sure these are accurate.
  • Event Body Text: Enter any text you wish to promote your event. Please refer to our Publications Style Guide for proper formatting.
  • Event URL: This can be the link to the course, activity, blog, etc. If this is a public event it can link to a ticketing site.
  • Event Contact: The contact listed should be the one leading the event, course, or activity.
  • Lead Image: Add an image that will appear at the top of the page if you wish. Refer to our Publications Style Guide for help with images.

Details Tab

  • Setup/Departure Time: This is the time that you plan to arrive to begin setup, and when you plan to depart after the event is over and you have cleaned up.
  • Expected Attendance: Enter the number of people you expect to attend this event.
  • RSVP Tickets: Check this box if you are hosting a seminar or public event and either want assistance setting up an RSVP system, or selling tickets.
  • Marketing Support: Check this box if it’s a public event that requires additional marketing support via social media.
  • Open to Public: Check this box if you are scheduling a public event (i.e., seminar, skill clinic, film festival, etc).
  • Alcohol: There are restrictions on providing alcohol for Mountaineers sponsored activities. Checking this box if you plan to and it will result in a follow up from staff with additional questions.

Room Info tab

  • Room Selection: Check for all rooms needed.
  • Tables & Chairs: Indicate how many tables and chairs needed. Please reference the room setup document for setup styles.
  • Audio-Visual Equipment: Check boxes and enter numbers for all of the audio-visual equipment needed.

RSVP Details Tab

Want members and guest members to be able to sign up for your event? Make sure to go to the RSVP details tab and enter in a capacity. Sign up will start immediately unless you put in a date for opening and closing date & time. Once you have a RSVP capacity you'll see this cool RSVP box show up at your event. 

  • Unlike a wedding invitation, RSVP'ing is only for Yes we can come or we can no longer come and need to cancel our RSVP.
  • You must have a member or guest member account to RSVP but as a member or guest member, you can RSVP for your friends who don't have accounts by entering the total number of guests. 
  • If you have RSVP'd to an event it will show up in your My Activities area of your profile.

Categorization Tab

These tags tell the calendar how to display your event. It automatically defaults to "Programs & Meetings" and "Seattle Branch," but feel free to change it if you feel one of the below tags represents your event better. Note that the tags are case sensitive.

  • Public Events: Events open to the public that don’t require registration through the Mountaineers website. For example, film festivals and public speakers.
  • Seattle Branch: For events sponsored by the Seattle Branch and its committees. The "Seattle Branch" tag may be removed and other branch or Outdoor Center tags may be used here if the event should be displayed those calendars.
  • Private Events: Non-Mountaineers events held at the Seattle Program Center.

Step 5 Click the "Save" button at the bottom of the page.

Step 6 Submit your event for publication. Once the event is submitted for publication you cannot edit it. If you have more information to add then leave it in “Private” status until it’s finished. Please note, we will not confirm your event until you submit it for publication, but it will appear on the calendar.

Screenshot 2021-03-23 135503.png

Step 7 Wait for email confirmation that your reservation has been approved. Requests will be reviewed within 3 business days.

cloning Events

If you want to schedule multiple versions of the same event you can make it easier by cloning that event. Please follow these instructions:

Step 1 Click on the event you want to clone from the calendar.

Step 2 Click on "Actions"  in the yellow admin bar just below the header and choose "Clone."

Step 3 Complete the fields on the clone form.

Step 4 Click the "Add Another" button to add another clone. Repeat Steps 3 and 4 to add as many clones as needed.

Step 5 Click the "Clone"  button to create the clones.

Step 6 Update the newly added events if needed.

Step 7 Submit the cloned events for publication.

Add an Offsite Event to the Seattle Branch Calendar

Read through this page and realize you aren't reserving a room and just want to add a branch to the Seattle Branch calendar page? Learn how to schedule your branch event here.