Bookings for 2020 will be available August 2019

How to view whats happening in rooms

There are currently 2 ways to view activity details in bookable spaces, either using the location availability webpage (2019), or you can navigate through UQ Book It by selecting the Resources menu item under Administration, then selecting the Location Resource and clicking on the calendar icon for the room you wish to view.  Please note that when attempting to request a space via the 'Make a Booking' view, these bookings will appear as 'unavailable'.

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 itsupportdesk@its.uq.edu.au
  • Additional furniture can be hired from third party providers such as Valiant Hire.

 

Requesting a Booking

Depending on what type of room you are requesting will determine the relevant system used.  Meeting rooms and training rooms are booked using the UQ Book It system.  Central teaching space are requested via the Web Room Booking System.  After requesting a booking a provisional booking email will be sent to the requestor, and a further approval email following review.

Staff are able to monitor their current bookings using the my bookings link within the WRB system or UQ Book It. 

Modifying or Cancelling a Booking

Using UQ Book It, you can modify an existing booking however it will then need to reconsidered for approval.  Please note, you cannot modify bookings in WRB.  Cancelling a booking can be done using the my bookings link.

Video Demonstrations (WRB)

Make a Web Room Booking 

(2m 30sec)

Cancel a Web Room Booking 

(50sec)

 User Manual (WRB)

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

 

The below applies to UQ Staff Members wishing to book centrally controlled learning space 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: http://www.uq.edu.au/teachingspace/clubs)
  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)”.

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.

Telephones

  • 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.

Catering

  • 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

Learning spaces 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 learning space.  Please note that academic classes take priority in all learning spaces.

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
 

What happens to my meetings that I booked in the Web Room Booking system?
You will still be able to view and cancel your bookings via the Web Room Booking system.

Will my approved bookings transfer to UQ Book It?
Your bookings will be in place, but not viewable under the ‘My Bookings’ section.  Bookings in the location calendar will appear as 'unavailable'.

How can I view booking details in each room?
Navigate to the Resources section under Administration.  Click on the 'Location' resource and do a room search.  Finally, click on the calendar icon to view all bookings.

Can I cancel my bookings made in the Web Room Booking system and rebook them in UQ Book It so all my bookings can be managed in the one place?
Yes, however there will be a time delay from when you cancel your bookings to when you’ll see the timeslot available in UQ Book It.  Any new booking requests will need to be reconfirmed by Teaching Space Management.  Also be aware that there is a chance that another staff member might request the same room for the time you want before you are able to request it. 

Who can I speak with to get locally managed spaces on this new system?
Submit an IT request and a member of staff will be in contact to discuss your requirements

Why can’t I book a room beyond 2019?
The central booking database operates on a yearlong calendar system.  It is the same database that manages timetabling for the University.  A new database is configured in August for the following year which picks up key information from the current year to roll over.  This process cannot happen earlier as key information would need to be replicated with high risk of inaccuracy.

I’m having trouble trying to request a meeting/training room, can anyone help me?
Contact roombookings@uq.edu.au or call x60775 to speak to someone directly.

 

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