Equipment Reservation Requests

Summary

Learn how to use the Equipment Reservation service to reserve equipment for your next class, presentation, or event.

Body

To support better coordination and minimize scheduling conflicts, Technology Services offers an Equipment Reservation System through LibCal, the same platform used to book group study rooms via the library.

This system helps:

Prevent scheduling overlaps
Reduce the risk of double-booking
Provide clear visibility into equipment availability
Support planning for academic and administrative needs

Navigate to the Equipment Reservation Service on the PVCC Support Portal and click Reserve Equipment on the right side of the page. You’ll be redirected to LibCal, where you can view availability, select the equipment you need, and schedule your reservation. After completing your reservation, you will receive a confirmation email from LibCal.

How to Reserve Equipment

Upon clicking the Reserve Equipment link within our Equipment Reservation service, you will be redirected to LibCal. A new page will open and you will see the main page for the laptop carts.

Note: If you wish to reserve equipment other than laptop carts, click the drop down arrow next to Category to select different equipment options.

Ready to reserve your equipment? Here’s how to get started:

Click “Availability” next to the item you’d like to reserve.
On the timeline, look for green time slots—these indicate the item is available.
Click the start time for your reservation. The screen will expand.
From the dropdown menu, select your end time.
Click “Add to Cart” to reserve your selected timeframe.

Once added to your cart, you can continue reserving additional items or proceed to checkout to finalize your reservation.

animated image demonstrating the steps to reserve equipment

After completing your reservation, you will receive a confirmation email from LibCal similar to the one below. LibCal will also send a copy of this same confirmation email to the Help Desk ticketing system to allow Technology Services to record your reservation on our calendar. If you wish to personally send a separate email to the Help Desk, you may. Otherwise, rest assured that your reservation has been recorded within our system.

How to Reserve Multiple Items

LibCal allows you to reserve more than one item at a time—perfect for when you need multiple pieces of equipment for a class or event. Just keep in mind: all additional items will automatically adopt the start time of the first item you selected.

Important: If you need to reserve equipment for different days or varying times, each reservation will need to be submitted as a separate transaction.

To reserve multiple items at a time for the same day,

Click “Availability” next to the item you’d like to reserve.
On the timeline, look for green time slots—these indicate the item is available.
Click the start time for your reservation. The screen will expand.
Note: You will notice the start time will reflect the same start time as your first item.
From the dropdown menu, select your end time.
Click “Add to Cart” to reserve your selected timeframe.
Click “Availability” next to the second item you’d like to reserve.
Click the start time for your reservation. The screen will expand.
From the dropdown menu, select your end time.
Click “Add to Cart” to reserve your selected timeframe.

Animated image demonstrating how to reserve more than one piece of equipment

How to Cancel an Equipment Reservation

We understand that plans can change. If you need to cancel an equipment reservation, it’s easy to do so using the link provided in your confirmation email. Just scroll to the bottom of the email and click the cancellation link—you’ll be redirected to the LibCal Equipment Booking Portal, where you’ll see a list of your active reservations.

Screenshot of email confirmation with link to cancel reservation highlighted

Find the reservation you’d like to cancel and click Cancel Booking. Once the cancellation is processed, you’ll receive a confirmation email at the address used to make the original reservation.

screenshot of reservation cancellation page

Need help? The Technology Services Help Desk is always available to assist with cancellations or answer any questions.

Important Things to Consider When Reserving Equipment

LibCal is designed to allow all users the ability to reserve the equipment they want, when they need it. To ensure smooth scheduling, please follow these guidelines:

Same Day Reservations:
- Multiple reservations for the same block of time on the same day should be placed on the same transaction.
- Multiple reservations for different blocks of time on the same day should be placed on separate transactions.
  Note: A transaction refers to a single submission of a reservation request.
Start Time Behavior:
- All items in a single transaction will share the start time of the first item.
  - For example: Reserving a USB microphone from 9am–12pm and a webcam from 2pm–3pm in the same transaction will result in a reservation window of 9am–3pm.
Multi-Date Reservations:
- Use separate transactions for each date to avoid blocking equipment unnecessarily.
  - For example: If reserving a laptop cart for Tuesday the 13th 9am-12pm, Friday the 16th 11am-1pm, and Monday the 19th 8am-10am, the transaction will display the entire reservation as starting Tuesday the 13th 9am and ending Monday the 19th at 10am preventing other users from booking the laptop cart during that time.

Remember:

Always double-check your reservation window to ensure it reflects your actual needs. (Do not add in time padding.)
Use separate transactions for different time blocks or dates.

Need More Help?

Connect with PVCC Technology Services:

434.961.5400

help@pvcc.edu

Room M832 in the Main Building (Campus Map)

Details

Article ID: 158614

Created

Fri 9/19/25 4:16 PM

Modified

Mon 10/20/25 8:33 AM