"Private" Meeting Request

I manage the mailbox for five different conference rooms. When someone sends
a meeting request for one of the rooms and they mark the appointment as
"private", the inbox for the room will bold as if there's an email request,
however, no email shows up in the box. I can neither accept nor decline the
appointment, and I don't know who sent it or for when the meeting is
scheduled. This has caused double bookings on a few occasions. Is there a
work-around solution to this so that I can at least accept or decline on
behalf of the conference room? Or maybe a setting so that the conference room
inboxes don't accept "private" mail? We are using Outlook 2003 on an exchange
server. Thanks.