The meeting rooms on the 4th floor need to be booked if you wish to have a meeting in them. This can be done via outlook when you are creating your meeting invite. To add a room
Set up a meeting request on the calendar as usual. Add your attendees in to 'To' field
In the 'Location' field add the meeting room of your choice. These are:
| Room Name | Outlook Name | Capacity1 | Facilities2 |
|---|---|---|---|
| Meeting Room 1 | VW_Meeting_Room_1 | 8 | Desk phone |
| Meeting Room 2 | VW_Meeting_Room_2 | 8 | Desk phone |
| Conference Room 1 | VW_Conference_Room_1 | 10 | TV3, Desk phone |
| Conference Room 2 | VW_Conference_Room_2 | 10 | Desk phone |
| Board Room 1 | VW_Board_Room_1 | 16 | Desk phone |
| Board Room 2 | VW_Board_Room_2 | Empty4 | Empty |
| Wine Tasting Room | VW_Wine_Tasting_Room | 20 standing | Tasting table, tasting fridge |
| Training Room | VW_Training_Room | 9 desks | 9 PCs |
1 Except where noted capacity is the number of seated people a room will comfortably accomodate, not a hard limit. Please note there are not enough seats to have all meeting rooms at capacity and you may need to take seats from other meeting rooms.
2 Desk phones are in the process of being installed and may not be in all rooms. More facilities may be added to rooms if they are required.
3 The TV can be moved to other meeting rooms if needed. Please return to the conference room when you've finished with it.
4 Board room 1 and 2 can be combined to make a large meeting room that will accomodate the entire company standing. Please add both meeting rooms to your meeting for this.
If the meeting room is free it will accept the request
You can check on the status of the room by looking at the 'Scheduling Assistant' view. In the above example VW_Board_Room_1 has accepted the meeting room requested.
Please be considerate when booking and using meeting rooms.
- If your meeting in cancelled, cancel it in Outlook to free up the room.
- Make sure you book adequate time for your meeting so you don't overrun into other peoples slots.
- If you're using a room ad-hoc without booking please vacate if there are people who have booked the room.
- Please book a room with appropriate capacity and facilities.
- In case of dispute Jay wins.
...
We have these spaces available for meeting bookings -
- 4th Floor Board Room
- 3rd Floor Board Room
- 3rd Floor Meeting Room 1
- 3rd Floor Meeting Room 2
- Conference Room 1
- Training Room
For less formal meetings, you can also use the Break Out area towards the back of 4th Floor.
The Directors room is restricted and can only be booked by Former user (Deleted) and should only be used by higher management.
You can also book the Televisions out if they are required for your meeting.
- To book a meeting room, you need to 'invite' it on Outlook. Go to your outlook and click 'New Appointment' - or double click on the date you need in your outlook calendar. This brings up an appointment popup
- Select a time for your meeting and enter a subject
- Click 'Invite Attendees'
- You will now see a 'to' field appear. Before inviting the attendees, you need to book the room - click 'Rooms' next to 'Location'
- This brings up a popup of available rooms
- Double click the one you want, or highlight it and click 'rooms' and it will add - then click 'OK'
- The room adds to the appointment
- If you need to book the Television, click on the 'to' field to bring up the address book
- Start typing 'vw_television' until it appears, then double click on it to add it to the 'required' section then click 'OK'
- Now your resources are in, click 'Send' - it is recommended to do this before adding any people in case the room declines - it stops everyone receiving multiple invites for the same event
- If it accepts, then you will receive an 'Accepted' Response, if the room is booked you will receive a 'declined' response with who has it booked for what times.
- If it accepts, double click on the meeting in your calendar
- This brings up the appointment, add the attendees in the 'to' field then click 'send' and they will receive an invite
