Booking your video conference
One person should be assigned the task of booking your video conference session. We will then be able to liaise with one person to coordinate and confirm all your booking details. Please contact firstname.lastname@example.org if you need help or advice at any stage.
All video conference sessions should be booked a minimum of 48 hours in advance. The steps to book your video conference are:
|Step 1||Book the venue(s)|
|Step 2||a) Complete the Video Conference Booking Form
b) If your Video Conference includes external site(s), please ensure your contact at the external site(s) complete an External Site Details Form and returns it to email@example.com
|Step 3||Ensure you recieve confirmation of your booking|
Step 1: Booking Venues
Please note: there are two methods used for booking venues on University campuses. The method to be used depends on the venue you wish to book. Both methods, and their relevant venues are explained below.
Method 1 - WRB
WRB is a web-based room booking system which allows anyone with a University ID (licence plate) and password to request rooms on the Callaghan, Ourimbah, City and Sydney Campuses. Visit the Web Room Booking User guide for more information.
The following venues are booked using the University's WRB system.
- ICT328 Lecture Theatre
- HB15 Lecture Theatre
- HB13 0_IRC113
- (AV3) Ourimbah
To book these venues follow these steps:
- Access the University WRB system at Scientia Web Room Booking
- Select video conference_Facility from the 'select one or more room requirement' list.
- Enter all other relevant details as prompted.
- Submit your room booking as prompted.
Room L326, Auchmuty Library
Please note that Room L326 in the Auchmuty Library is to be used only for video conferencing sessions. To access Room L326, please show your University of Newcastle Staff Library Card to the staff at the Auchmuty Library Service Desk. They will give you the key to Room L326. The Staff Library Card will allow key tracking and staff identification. If you require a Staff Library Card, please register for one at http://www.newcastle.edu.au/service/library/borrowing/borrow-auth.html.
Room L326 must be cleared of any food and drink items after the conference, otherwise users will be charged a cleaning fee.
Step 2: Complete the Video Conference Booking Form
When you have booked your University video conference venues, complete the Video Conference Booking Form and submit online.
If your video conference includes sites external to the University of Newcastle, further information may be required and you will be contacted by the video conference administrator.
Step 3: Video Conference booking confirmation
When video conference administration staff receive your booking form, they will schedule your video conference session and email you confirmation of your booking. Please ensure you receive this confirmation email.
Cancelling a video conference booking
To cancel a scheduled booking please email firstname.lastname@example.org at your earliest opportunity.