For external booking requests - i.e. bookings requested by external organisations and by ACU staff for non-ACU related purposes - please contact the local Associate Vice-Chancellor or Campus Dean's office.
The new ACU Space Bookings model has been designed to improve the room booking process and enhance the user experience. In this page you can find information on:
The Space Management Policy outlines principles and responsibilities associated with the provision and management of University Space. The policy contains useful definitions, including what is an ad hoc booking.
The Space Booking Procedures outline roles, responsibilities and related processes for ad hoc bookings requested by students and staff. These procedures contain information about teaching spaces, the embargo period, and the difference between ad hoc bookings for teaching spaces and ad hoc bookings for non-teaching spaces.
The Space Booking Procedures published in November 2015 are currently available in the Policy Library. Updated Space Booking Procedures to reflect system changes made on Wednesday 27 January 2016 will be published as soon as approved.
The Bookings Terms and Conditions (PDF, 122kB) outlines the terms and conditions for use of University facilities. Please note that to book a venue at ACU, all students, staff members and external organisations have to agree with these guidelines.
The document includes your acceptance of the obligation to leave spaces in the condition they were found and to respect your colleagues’ adjacent work areas. Please ensure setup and pack down time, in particular cleaning and tidying up, are planned ahead and included in the booking time.
If you are organising Campus wide events please liaise with the relevant Associate Vice-Chancellor or Campus Dean's office to communicate the planned activities.
To familiarise with building and facilities at ACU you can check the campus maps: Ballarat, Brisbane, Canberra, Melbourne, North Sydney and Strathfield. For further assistance with understanding the venue numbering system please refer to this handy guide.
For enquiries about room layout and location contact the relevant Campus Concierge.
Access to booked spaces
Venues are either open or locked and require a metal key (in Ballarat, Canberra and Strathfield) or card access (in Brisbane, Melbourne and North Sydney).
Your staff card will allow you to access locked areas in Brisbane, Melbourne and North Sydney.
In Ballarat, Canberra and Strathfield, the rooms are open during business hours. If your booking start time is before 9am or after 5pm, you might wish to contact the relevant Campus Concierge to ensure the venue is accessible.
View the non-teaching space information spreadsheet (XLS, 2.2MB) for the list of non-teaching spaces available for ad hoc bookings.
Please note: to book venues in Adelaide contact Cris Henriksson.
If you would like to book a non-teaching spaces in all other campuses, you have to use Web Room Booker. You will receive a confirmation email within 10 minutes. You can also log in to the Web Room Booker to see all your future bookings and cancel any if circumstances changed.
The Web Room Booker guide (PDF, 916kB) explains how to use Web Room Booker and the available options to select in each screen.
For enquiries about your bookings please contact email@example.com
Using the Timetabling System you can see the scheduled bookings of a specific room to check its availability for certain dates. Click on 'Room' on the left hand side menu, select the campus, the room/s and weeks. If the venue is already booked you can see who booked it.
View the teaching spaces information spreadsheet (XLS, 87kB) for the list of teaching spaces available for ad hoc bookings.
Requests to book teaching spaces are to be submitted through Web Room Booker. The booking will be provisional until confirmed after the embargo period. You will receive an acknowledgement email within 10 minutes. You will received a confirmation email when the booking will be confirmed. In case the preferred venue is not available because of timetabled classes or tutorials, the Facilities Coordinators Team will contact you for alternative venue options.
The Web Room Booker guide (PDF, 916KB) explains how to use Web Room Booker and the available options to select in each screen.
You can log in Web Room Booker to see all your requested and confirmed bookings and cancel any if circumstances changed.
For more information about the embargo period, please refer to the Space Booking Procedures.
Please visit the Academic Calendar page for key dates.
For specific dates refer to the Class Timetable Information page.
For enquiries about your booking request please contact firstname.lastname@example.org
The following additional services can be requested:
- Catering (only in non-teaching spaces)
- Adding the booking to the daily events board at reception
- Special room setup (only in selected venues)
- ICT support (for video conference only)
- Video recording (for video conference only)
- Portable video conference unit (for video conference only)
Requests for additional services are to be submitted at least 3 working days in advance with the booking request via Web Room Booker or via the booking form. In case one or more participants in the video conference are connecting from overseas, the request for IT support must be submitted at least 5 working days in advance.
Catering is not permitted in teaching spaces. However, catering is allowed in foyers of auditoriums and in some non-teaching spaces.
View the non-teaching space information spreadsheet (XLS, 3.14MB) for a list of rooms where catering can be requested. The other bookable venues are not suitable for catering. Requesting catering on the web room booker form notifies the relevant campus concierge of where the food needs to be delivered to. Please note you must place a separate order with your selected caters. To place an order for catering supplied by the local campus café operators – please refer to the campus catering contacts list (PDF, 11kB). For any further questions about events or catering arrangements please contact concierge. To respect colleagues and the areas adjacent to meeting rooms, please do not use kitchen items from break out areas and leave the rooms in the condition they were found.
When you select to add the booking to the daily events board at the reception, please specify the name of the event that has to be advertised during the booking process in Web room Booker.
Special room setup
If you are organising an event that requires a special room setup, you might be able to choose among various options as specified in the Event room setups document (PDF, 242kB). When submitting the booking specify the name of the chosen configurations in the 'room setup' comment field.
For enquiries and to ensure the venue can accommodate your requested setup, please contact the relevant Campus Concierge.
To organise a video conference you need to:
- book venues with video conference facilities, and
- specify the virtual meeting room ID number invitees need to connect.
Booking venues with Video Conference facilities
Video conference meeting rooms are to be booked using Web Room Booker.
Please note: during day light saving when booking venues in multiple campuses with Web Room Booker, you must make a separate booking for Brisbane to ensure the room is booked for the correct time.
How to connect to a Video Conference
Your virtual meeting room ID number is 61 followed by the last five digits of your ACU phone number. For example if your phone number is 02 9739 2000, your meeting room ID number is 6192000.
For information on how to dial your virtual meeting room ID number and for instructions on how to use the equipment in each room please refer to Video Conference and Audio Visual User Guides.
For general information on how to connect to a video conference refer to Main Information on video conference.
If using or planning to use video conferencing equipment for the first time please contact the Service Desk who will be able to arrange a training session for you.
For enquiries about video conference and ICT equipments contact Service Desk
ICT Support and Video Recording
If you are not familiar on how to call a virtual number to join a video conference and /or would like to record the video conference you can request IT support while you are place a booking through Web Room Booker.
Portable Video Conference Unit
Please visit the ACU Portable Video Conferencing page for information on portable video conference units.
When circumstances change and you do no longer need the booked venue/s, you are to cancel your booking.
First login in Web Room Booker. At the bottom of the page there is a link to ‘my bookings’. When you click on the ‘my bookings’ link you will see the list of all your future requested and confirmed bookings. Click on the ‘Cancel’ button to cancel any of the listed bookings.
Contact email@example.com for enquiries about Web Room Booker functionality, including how to cancel a booking.
Contact the relevant Campus Concierge for enquiries about:
- room layout and setup,
- room location and its accessibility,
- additional setup or equipment (other than the portable video conference unit).
Contact firstname.lastname@example.org for enquiries about teaching spaces booking requests, inlcluding for event purposes.
Contact Service Desk for:
- technical problems with Web Room Booker (including login, errors, confirmation emails, etc.),
- enquiries about Video Conference and ICT support,
- enquiries about the portable video conference unit.
For feedback and improvement suggestions about the model and Web Room Booker contact the Service Excellence Team at ServiceImprovement@acu.edu.au
Please see Frequently Asked Questions for further information.
Page last updated: 2017-06-27
Short url: https://staff.acu.edu.au/36419