Important: To add meeting rooms and other resources to your event, you need to have a work or school account. Learn how to add a room to an event.
A Google Calendar meeting room may decline an event for various reasons, either at the time of booking or afterward.
Tips:
- When a room booking is declined, the event organizer receives an email. Guests don't receive an email but can see the room acceptance status in the event.
- If the event is on a secondary calendar, no one receives an email but you can find the room acceptance or decline in the event.
- If you update an event with a booked room, check if the room is available for the new time or book a new room.
- If you update an event’s time, the booked room is released, and attempts are made to rebook it automatically for the new time. An automatic rebooking may fail for the same reasons as a new room booking.
- For some work or school accounts, if your room's declined, your administrator can turn on a setting to automatically book a similar room.
- For events with fewer than 20 guests, the organizer and guests receive an email with new room details.
- For more than 20 guests, only the organizer and the event creator receive an email with new room details.
Understand the reasons for a room decline
Unavailable room at the requested timeIf the room has already been booked for another event that occurs at the same time, the room declines the request immediately. Rooms can decline events if:
- A user updates an event with a booked room but the room isn’t available at the new time.
- Another user tries to book the room for a separate event at the same time.
For a recurring event, make sure the room's available for at least half of the events, and isn't unavailable more than 8 times.
Tip: To avoid this conflict, when you edit a recurring event, under “Rooms,” select Rooms for future events.
If your administrator turns on room releases and all attendees except one decline the event, the room is automatically released. Learn more about how your administrator can release unused Calendar meeting rooms.
If you don’t decline the event, it’s highlighted. The event highlight disappears if:
- Another guest changes their RSVP to “Maybe” or “Yes.”
- A new guest is added.
If you don't have permission, in the room selector, the room shows as unavailable.
The room declines if:
- You update the event time after the room administrator removes your permission.
- A guest without booking permission changes the event time.
If you need to book the room, ask your administrator to:
- Change the sharing options for the room to "See all event details."
- Give you permission to book the room.
Resource managers can remove a room booking even if no changes are made by the event organizer or guests. Resource managers have these permissions:
- "Make changes to events" permission: Remove rooms from existing events.
- "Make changes and manage sharing" permission: Delete the resource calendar.
Only your administrator can set up a resource manager.