What solution are you using for booking the conference rooms?

Information on how to book a meeting and how to configure a
resource are in the following links:

How to Set Up a Conference Room as a "Resource" in Outlook 2000
http://www.microsoft.com/technet/prodtechnol/exchange/2000/maintain/cfsetup.mspx

How to Successfully Book a Resource
http://www.microsoft.com/technet/prodtechnol/exchange/55/maintain/cfbook.mspx

291616 How to direct book a resource in Outlook 2002 or in Outlook 2003
http://support.microsoft.com/default.aspx?scid=kb;EN-US;291616

and

Scheduling Resources for Microsoft Outlook:
http://www.slipstick.com/calendar/skedresource.asp

There is also the "Auto Accept Agent" for Exchange 2003 (if you use this).

Exchange 2003 Auto Accept Agent vs. direct booking
http://www.microsoft.com/downloads/details.aspx?familyid=5EAC9A70-699B-495A-A920
-82403305226B&displaylang=en

If you could clarify for me which one of the above solutions you are using
for your
resource booking, I may be able to guide you further.

Nikki Peterson