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Bookings Procedure for Rooms and Teaching Spaces

(including requesting Video Conferencing and AV Support)

Staff are able to book two types of rooms, either can be booked with or without AV/Video Conferencing support. The two room types are:

Booking a Teaching Space and/or Room Booking with Video Conference Support

Please refer to the booking procedures for teaching spaces from the Student Services website.

Self-Booking a Standard Room Booking (without Video Conferencing Support)

1. Open Outlook, click 'My Calendars' and select your Calendar.


2. Choose and highlight desired date/time. Either double click on required date/time calendar area of right click and select 'New Meeting Request'>


3. Type in subject. For example, Subject Heading: 'School Staff Meeting'. IMPORTANT - for all bookings at the end of the subject heading add (NSW Time) or (QLD Time) to reflect the intended time zone.


4. Single click on the icon 'Invite Attendees'. Select 'Rooms' to the right of the location field. Click on 'All Rooms' in the drop down address book.




5. In the 'To' field, add required attendees.

6. Set Reminder to (e.g. 15 or 30 mins).

Specify duration/time.

Specify any recurrence.

Send Meeting Booking request (this will place the booking in your selected calendar as well place the booking into the room calendar you have selected).


7. Make sure you add the following information to the 'notes' section of the calendar entry invite:

Your Name

Email and Phone Contact

Organisational Unit

and any other items that are required e.g. an agenda.


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  • Avatar
    Barry Hill

    does not work for outlook for Mac

  • Avatar
    Cathryn McCormack

    This article doesn't make it clear that if you want to book a room labelled as VidConf you can't actually book it through your diary - you have to complete the online room booking form. Then it's not at all clear whether a VidConf room counts as a 'teaching space' or a non-teaching space.