How to create and add a broadcast meeting to the Lotus Notes calendar

How to create and add a broadcast meeting to the Lotus Notes calendar

Document number: 16032

A broadcast meeting invitation in Lotus Notes is one that does not require responses. It is an announcement of a meeting, but the chairperson does not require invitees to respond. Often, broadcast meeting invitations are sent to large groups. Although responses are not required, an invitee can easily add the meeting to their calendar.

Creating a broadcast meeting invitation.

Receiving a broadcast meeting invitation.

Responses are typically not required for meetings that will have many participants or general meeting announcements.

To create a broadcast meeting invitation:

Create the meeting invitation as usual, but do not yet send it.
For additional information, see Eureka! document 16171 — How to create calendar entries in Lotus Notes.
Prior to sending the invitation, click the Delivery Options button.
Click the box next to 'I do not want to receive replies from participants' so that an "x" appears.
Click OK.
When all information is complete on the invitation, click the Save and Send Invitations button.

The broadcast meeting invitation will be sent to all invitees.

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When an invitee receives a broadcast meeting invitation, no response buttons will appear when the invitation is open. The subject of the invitation in the Inbox will say 'Broadcast: Meeting Name' so the invitee will know that it is a broadcast invitation.

There are three options for the invitee when the broadcast invitation is opened:

Request Information...:

Click in the box next to 'Include comments on the reply message' so that an "x" appears and click OK.
Enter the information needed and click the Send button.

The information request will be sent to the meeting chairperson only.

Check Calendar: The calendar will open to the date of the meeting so the user can verify if they are available for the meeting.
Add to Calendar: The meeting entry will be added to the user's calendar.
NOTE: If the preference to remove meeting invitations automatically after they are responded to is not selected, the entry will be removed from the calendar if the invitation is deleted from the Inbox. This will happen if the 'Add to Calendar' button is used to add the broadcast meeting to the calendar. It is recommended that the preference to remove invitations from the Inbox be enabled so that if an invitation is removed from the Inbox, the entry will remain on the calendar. For additional information, see Eureka! document 16050 — How to automatically remove meeting invitations from the Inbox after responding.

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