Schedule all meetings in these applications as soon as meeting dates are approved by the committee. This timeliness ensures that the resources you need will be available.


Legistar

Follow the Legislative Process instructions to create all meetings in Legistar.


Meeting Schedule

Meetings must be added by 4:00 pm on the Friday of the week before the meeting. Meetings created after 4:00 pm on Friday will be considered Additional Meetings, and residents will be notified accordingly.

Bulk Create Meetings

Meetings for committees that have a regular schedule should be added by the beginning of the year.

  1. Go to your User Dashboard, and click “Manage Meetings”.
  2. On the right side of the page, click “Bulk Create Meetings”.
  3. Select the Committee you would like to add meetings for. Select a different Agency if needed.
  4. Add the Date and Time of upcoming meetings.
    • Click “Add More” to add additional dates.
    • When you add the first Time, all other Time fields will autofill with that value.
  5. When you are done adding meeting dates, click “Save”.

All meeting dates will be added to the City’s Meeting Schedule. When the meeting date approaches, you will be able to add a location or virtual meeting details as needed.

Add Single Meeting

For ad hoc committees and work groups, notices of possible quorum, and meetings outside of regular schedules, you can add single meeting dates.

  1. Go to your User Dashboard, and click “Manage Meetings”.
  2. On the right side of the page, click “Add Meeting”.
  3. Enter the Committee, Date, Time, and any other meeting details.
  4. When you are done, scroll to the bottom of the page and click “Save”.

Outlook

Schedule as far out as you know it to reserve login

  1. Open your Outlook calendar. Click “New Meeting.”
  2. Add all Committee members and staff as attendees in the To field.
  3. In the Subject, enter the name of your Committee.
  4. Enter the meeting Date. Click on “Recurrence” to add a recurring meeting if the Committee has a regular schedule.
  5. Add the meeting Room by clicking “Rooms…” next to Location. For Type 2 virtual meetings, this is the name of your assigned login (BCCHost01, BCCHost02, etc.).
  6. Make sure the room or Zoom login is available at your meeting time. Reserve the room for the entire duration of your meeting.
    • Only one meeting should be scheduled in a time block (i.e., morning, afternoon, and evening). The morning block is any time before noon; the afternoon block is any time between noon and 5:00 pm; and the evening block is any time after 5:00 pm.
    • Do not schedule two hours before or after another meeting using the same Zoom login.
    • If the room or login is not available at your desired meeting time, try to reschedule the meeting. If you are unable to reschedule, contact meetingsupport@cityofmadison.com.
  7. Check to make sure all information is accurate, and click “Send”. You will receive an automated email approving or declining your room or login reservation.

Zoom

Type 1 Meetings

  1. Send your meeting date and time to meetingsupport@cityofmadison.com. The IT Media Team will create your meeting in Zoom and send you information about the Zoom meeting and streaming/broadcast details.
  2. Once you have the Zoom meeting information, add the Zoom information to the Meeting Schedule.
    • Go to your User Dashboard, and click “Manage Meetings”.
    • Find your meeting, and click "Edit". Enter the following information:
      • Is this meeting being broadcast...: Choose Yes or No as instructed by Media Team
      • Will the meeting be livestreamed...: Yes
      • Online Meeting URL: Add Zoom meeting URL
      • Meeting Phone Number: Add Zoom phone number and Webinar ID

Type 2 Meetings

You can schedule your meetings in Zoom at the beginning of the year, or you can schedule them individually closer to the meeting date.

Note: Please do not schedule meetings as “recurring” in Zoom, to ensure that each meeting has a unique ID.

  1. Go to cityofmadison.zoom.us, and sign in using your assigned login (BCCHost01, BCCHost02, etc.).
  2. Enter the following information:
    • Topic: “Name of Committee: Meeting of Month DD, YYYY”. Do not use acronyms.
      Example: Public Safety Review Committee: Meeting of October 28, 2021
    • When: Select the date and time of your meeting.
    • Duration: Estimate how long the meeting will last
    • Import to Mediasite: Yes
    • Publish to: BCC_Meeting
  3. Once you have the Zoom meeting information, add the Zoom information to the meeting in Outlook.
    • Open the Outlook Calendar and double-click on the meeting. If you scheduled the event as a recurring meeting, select “Just this one” and click OK.
    • Paste the Zoom meeting URL into the Outlook meeting, and click “Send Update”.
  4. Add the Zoom information to the Meeting Schedule.
    • Go to your User Dashboard, and click “Manage Meetings”.
    • Find your meeting, and click "Edit". Enter the following information:
      • Is this meeting being broadcast...: No
      • Will the meeting be livestreamed...: No
      • Online Meeting URL: Add Zoom meeting URL
      • Meeting Phone Number: Add Zoom phone number and Meeting ID