Room Bookings

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.

From Thursday 28 January 2016 Web Room Booker has improved functionality. Requests of ad hoc bookings in teaching spaces are to be sent via Web Room Booker. Please check below for details, new information and updated files.

Web Room Booker 2016Web Room Booker 2017

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:

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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 bulding and facilities at ACU you can check the campus maps: Ballarat, Brisbane, Canberra, Melbourne, North Sydney and Strathfield.

For enquiries about room layout and location contact the relevant Campus Concierge.

Venue names

In the Timetabling System and in Web Room booker venues are usually identified by campus, building (by initials or address), level and room number. In Brisbane levels are identified by a letter instead of a number. Non-teaching space are always identified by the letter 'x'. For example:

  • NSY_CH3.13 is a teaching space in North Sydney, building Champagnat House, level 3, room 13.
  • BAL_xCS-G-01 is a non-teaching space in Ballarat, building Catherine of Siena Centre, ground level, room 01.
  • MEL_x250VicPde.7.03 Vd is a video conference meeting room in Melbourne, building 250 Victoria Parade, level 7, room 03.
  • BRI_xAC.21 is a non-teaching space in Brisbane, building A, level C, room 21.

Some venues, especially teaching spaces are known by room number only. Such spaces will be renamed according to the convention above. This is a work in progress. Please check regularly the lists of bookable spaces below to check their current names in Web Room Booker.

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 and North Sydney. Similar access arrangments are planned to be implemented in 2016 in Melbourne.

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 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, 3.14MB) 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 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 room.bookings@acu.edu.au

Using the Timetabling System (2016/2017) 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, 88KB) 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 acknowledgment 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 book.teaching.space@acu.edu.au

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

Catering is not permitted in teaching spaces. However, catering is allowed in foyers of auditoriums.

Catering is permitted 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. 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.

Events Board

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 adverstised 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.

Video conference learning spaces can be booked and the request is to be submitted via Web Room Booker (for definitions refer to the Space Booking Procedures).

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 room.bookings@acu.edu.au for enquiries about Web Room Booker functionality, including how to cancel a booking.

Contact the relevant Campus Concierge for enquiries about:

  • catering,
  • room layout and setup,
  • room location and its accessibility,
  • additional setup or equipment (other than the portable video conference unit).

Contact book.teaching.space@acu.edu.au 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 Matters Improvements Team at Service.Matters@acu.edu.au

Please see Frequently Asked Questions for further information.