To book a meeting room and to request to book a teaching space, you need to use Web Room Booker. Within 10 minutes you will receive either a booking confirmation email or an acknowledgement of the booking requests and the booking will be provisional until confirmed after the embargo period. When the booking is confirmed you will receive a confirmation email.
When I use Web Room Booker, is the booking time in Sydney time?
The start time and end time of bookings in Web Room Booker are always local times. If you are booking a venue in Sydney, the times will be Sydney times and if you are booking a venue in Brisbane the times are Brisbane times. During day light saving – i.e. on and after Sunday 1 October 2017 until Saturday 31 March 2018 – if you need to make a booking for a video conference that includes a venue in Brisbane and venues in other states/territories, you must make a separate booking for Brisbane.
Can I look for a specific room and the times it is available?
Yes, 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.
Once my room booking is confirmed and I find I need to cancel the booking, how do I do that?
When you log 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 bookings, including confirmed and requested bookings. If you need to cancel the booking, click on the ‘Cancel’ button.
If I want to change a booking, e.g. the times, do I have to fully cancel and then redo the booking or can I update it?
Bookings cannot be modified. If you wish to change date or times or venue, or delete one of the venues you need to cancel the booking and make a new one.
What about booking 'open areas' or 'courtyards' for events? If I click them no filtered options seem to come up.
When booking open areas or courtyards, please check their capacity in the non-teaching space information spreadsheet (XLS, 3.14MB) and then choose the right number in the drop-down menu for minimum capacity. For example, the Atrium in Strathfield can hold 150 people therefore you need to select at least 75 as minimum capacity to see the venue.
What about requesting teaching spaces such as PC computer labs for professional development sessions?
To request bookings of teaching spaces you need to use Web Room Booker and select 'specialised space' as a venue requirement. The booking will be provisional and confirmed after the embargo period (refer to the Space Booking Procedures for definitions).
Yes, to book or request to book a room, you have to use Web Room Booker. Service Desk staff will not be able to process any room booking request.
When I book a video conference, will it automatically request for IT staff to be onsite?
No, when selecting ‘video conference’ as a booking type, additional services options appear, including the request of ICT support. If ICT support is selected as an additional service, a copy of the confirmation email will be sent to Service Desk, who will arrange for IT staff to be onsite.
For video conference Email confirmation there is no dial in number. When would I get this number?
Your virtual meeting room (PPT, 3MB) 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. Every time you book a video conference you can use your virtual meeting room ID number and this is the number that you need to communicate to all meeting participants and they would dial into. If you know how to dial in using the video conference equipment, you do not need ICT support to start a video conference.
Is the catering option only for campus catering request? If I am ordering from an external provider do I leave that option blank?
If you are organising catering through an external provider, please select ‘YES, external provider’ as a catering option. The local campus concierge will then receive a copy of the confirmation email and they will be aware of the location to which the food needs to be delivered. Please do not order catering in venues that are not suitable for catering. View the non-teaching space information spreadsheet (XLS, 3.14MB) to check if your booked venue/s is/are suitable for catering..
Do I need to send separate requests for facilities to set up, e.g. additional trestle table?
No, while making the booking in Web Room Booker, you can specify details in the ‘please describe’ field related to special room setup requests.
If you need to select multiple days/weeks, click on the related button and then you can select weekdays and the related weeks. To select more than 1 week use the CTRL button when selecting. The system is setup so that you cannot select more than 4 weeks. If you try to select three or more weeks an error message will appear. For more details, please check the Web Room Booker guide (PDF, 759KB)
How do I access the room I booked?
Meeting rooms are either open or locked and require a metal key (in Ballarat, Canberra and Strathfield) or card access). Your staff card will allow you to access locked areas in Brisbane, Melbourne and North Sydney.. Please note: in Melbourne if you booked a room that has restricted access, please contact Melbourne Campus Concierge or Security in advance to ensure you will be able to access the venue. In the other campuses, 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.