Bookings for 2020 will be available August 2019

Important information before requesting a booking:

  • Internal bookings (inc. UQ organised conferences) will not incur any hire charges, however due to public liability, bookings cannot be made on behalf of external organisations.  Please ask the external organisation to submit a room booking application form
  • Rooms are to be used for University business only - not for personal activities
  • Bookings in teaching weeks are subject to change due to academic teaching requirements
  • Requests submitted outside standard business hours will not be processed until the next business day
  • Rooms cannot be utilised until the requester receives a confirmed booking email
  • Official teaching activities are not to be requested via the Web Room Booking system or UQ Book It
  • 2 weeks notice is required for software installations, arranged via
  • Additional furniture can be hired from third party providers such as Valiant Hire.


The Web Room Booking (WRB) System is an online booking portal that enables UQ staff to request use of centrally controlled teaching spaces, meeting rooms and training rooms.  Staff must adhere to the meeting room and teaching room booking guidelines.  Staff must be on the UQ network to access the Web Room Booking System.  If accessing from home, staff must be logged in through UQ's Virtual Private Network (VPN).  Any questions relating to VPN should be directed to ITS Support Desk.

Requesting a Booking

Depending on what type of room you are requesting will determine the relevant department:

Requesting a meeting or training room*

Select Department:


Requesting a central teaching room

Select Department:


* Strictly not to be requested for student activity

After requesting a booking the staff member is automatically sent an email with the booking details:


Sent initially as a receipt of the booking request.  On some occasions, you may just receive a Confirmed or Cancelled Booking email only if the request is reviewed straight away


Sent after the booking request is reviewed and approved


Sent after the booking request is reviewed and not approved (or the user cancels the booking)

Staff are able to monitor their current bookings using the my bookings link within the WRB system.  Current bookings are not able to be modified to alternative days/times or venues.  Instead staff need to cancel their current booking, then request another booking.  If staff have imported the booking into their personal calendar, any changes would need to that booking would need to be updated in their calendar manually.

Video Demonstrations

Make a Web Room Booking 

(2m 30sec)

Cancel a Web Room Booking 


 User Manual

The Web Room Bookings manual provides exercises explaining 
How to...

  1. Access to Web Room Bookings
  2. Create a web room booking 
  3. Confirm booking details
  4. Manage bookings


Meeting rooms on the fifth level of the Brian Wilson Chancellery (BWC) are primarily used for Central University Committees and general University meetings.  Meeting rooms in the J.D Story Building (JDS) are primarily used for general University meetings.  Priority will be given to Central University Committees.

Conditions of Use

  • Meeting rooms will not be used for personal activities under any circumstances.
  • No activity other than that initially indicated is to be held in the room/s booked and no other facility should be used without prior approval.
  • It is the responsibility of the organiser of a meeting to ensure the room booked is appropriate for the specific meeting.
  • Please ensure adequate time for meetings incase they run over time.  Rooms are often booked back to back.
  • No students are permitted to book/use BWC or JDS meeting rooms (with the exception of Disciplinary Committees) unless specifically authorised by a member of the senior executive.
  • The BWC level 5 kitchen is a communal kitchen and it is an expectation that this space is maintained and kept clean by all users.  All equipment located within this kitchen is available for use within the meeting rooms on BWC level 5 only.  Equipment must be returned, cleaned and placed back in its original location.
  • No food or drink are permitted within the Senate Room.
  • No equipment or furniture is to be removed from any meeting rooms unless authorised by Teaching Space Management staff.
  • No objects, notices etc. are to be affixed to meeting room walls, doors, furnishing or fixtures.
  • It is the responsibility of the meeting organiser to arrange and rearrange furniture to suit the particular needs and ensure that furniture is left in its original arrangement before leaving.
  • Rooms must be left in a tidy condition with all papers and rubbish removed or placed in a nearby waste bin.
  • Moveable partitions between BWC rooms 560/563 and 564 are not to be opened or closed by users.  The partitions can only be operated with a key and may be damaged if forced.  Contact Room Bookings to arrange to open/close the partition.
  • Functions such as Melbourne Cup or Christmas Functions will not be permitted due to the disruption to other meetings scheduled.

Audio Visual Equipment

  • If you intend on using any audio-visual equipment it is recommended that you familarise yourself with its operation before your meeting commences to avoid any potential issues.
  • If using a laptop it is imperative that you first plug the laptop into the correct cable (HDMI or VGA) prior to turning it on.
  • Please use the AMX wall controls to enable the correct data projector display (for rooms with a data projector)
  • Some meeting rooms will require a screen to be pulled down for data projection.
  • Other audio visual equipment not in meeting rooms are available for hire through AV Services x54128
  • All meeting rooms have wireless coverage.
  • All other audio visual enquiries should be directed to x54033.


  • Adaptors or line cords are available via the Switchboard x52000
  • Additional Polycom facilities are available at a cost of $30 per session via the Switchboard x52000
  • If a user wishes to dial to mobiles, STD or ISD a St Lucia PIN is required which will be charged to the extension number logged against that PIN.  A PIN can be obtained from the Switchboard.  After a PIN is obtained, Dial 0, then the mobile/STD number, wait for a special tone, then dial the PIN.

Video Conferencing

  • To dial a number: On Key pad, press Call/Add button and choose the phone number and press Enter.
  • To answer a call:  Press Call/Add to answer a displayed messaged 'Incoming Video Call'
  • For camera control: See Far End (right hand side) on the key pad.
  • To end call:  Either party may press Hang Up.
  • Please remember to press Hang Up button when finish or charges will continue.


  • Meeting organisers must have a confirmed room booking before requesting a catering service
  • Any organised catering must include clean up of materials which are to be removed at the conclusion of meetings, no exceptions.
  • Catering options are available here

Meeting Room Information

Brian Wilson Chancellery (61A)

Room No Phone Extension Capacity Facilities
560 51331 12 Phone; network connection with internet access marked with "ACTIVE"; moveable partition; whiteboard; electric data projector screen
563 51335 16/18 Phone; network connection with internet access marked with "ACTIVE"; moveable partition; data projector; electronic screen; white board attached to partition walls (either side).
564 51336 12 Phone; network connection with internet access marked with "ACTIVE"; moveable partition;  electric data projector screen
565 51328 12 Phone; network connection with internet access; whiteboard; video-conferencing.
566 51329 20 Phone; PC & HDMI connection point; electronic whiteboard; data projector;  electric data projector screen; fixed/permanent teleconference phone X60768.
Senate/Academic Board Room
51332 139 Phone; data projector; network connection with internet access; visualiser (document camera); VCR, DVD; tape recorder; microphone; radio microphone; video conferencing facility

JD Story Building (61)

Room No Phone Extension Capacity Facilities
316 51227 12 Phone; network connection with internet access; Electronic whiteboard; LED screen & PC.
425 N/A 7 Whiteboard, LED screen with HDMI/VGA inputs
426 51976 10 Phone; whiteboard, LED screen with HDMI/VGA input
622 61669 10

Phone; network connection with internet access; whiteboard, LED screen & PC.

622A 32017 10

Phone; network connection with internet access; whiteboard, LED screen & PC.

725 51357 10 Network connection with internet access, Digital TV, phone.


The below applies to UQ Staff Members wishing to book centrally controlled teaching rooms for UQ operations:

  1. Must adhere to the Available Booking dates available on TSM website homepage.  These dates are necessary due to fluctuating academic timetable changes, which take priority in all centrally controlled teaching spaces. TSM will need to cancel any WRB requests that are submitted outside of these dates.
  1. The staff member who places the booking is responsible for ensuring that the users of the room adhere to booking times, follow etiquette signage (no catering permitted), including the re-setting of furniture at the conclusion of the activity (should furniture be moved). A photo displaying the furniture configuration of each room is found on the TSM website (under Central Teaching Room Search). Please note it is the person who places the booking who will be contacted directly by TSM should issues arise with bookings.
  1. Room bookings can only be placed for standard UQ operation activities e.g. school meetings, seminars, conferences, program information sessions.  Activities that fall outside of UQ operations need to be set up as an external client bookings, following terms of hire (public liability insurance) and room hire charge rates
  1. Bookings cannot be placed on behalf of external organisations due to public liability.  Please ask the external organisation to submit a room booking application form.
  1. Bookings can only be placed on behalf of Student Clubs and Societies if the staff members department is prepared to accept liability for the event (for further information about Student Clubs and Society booking rules, please refer to:
  1. As a general rule, bookings placed by PhD Students and Casual Research assistants will be asked to supply additional information as to what the booking is for. It is preferred that PhD supervisors place the bookings if required for PHD  and research project work.
  1. When typing the “Full Name of Activity/Event” field in the WRB, please do not use acronyms. Please type the activity name in full. If the Ad hoc bookings is related to a course (and it is not an official timetabled activity) please type the course code in brackets e.g. “optional exam practice (ENVM7123)”.

Teaching rooms are only available for ad hoc bookings after the academic timetable has been finalised for the relevant semester.  To avoid disappointment, please read the Available Booking Dates PDF prior to requesting a teaching room.  Please note that academic classes take priority in all teaching rooms.

You can check the availability of a particular room or check that your booking is still place on a particular date.

Click here to view location timetables for 2019*

*UQ login required, must be on the UQ network

From 2018, car park bookings will no longer be managed via the Web Room Bookings system.  Please contact for further advice.

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