Bookings process - Meeting and Syndicate Spaces
Advisory
This process is for booking a space in advance, with notice. If you’re wanting to book an ad-hoc hybrid meeting, please refer to the “Portable Orthotics Hub” guide found in the support portal.
This process is for staff meetings in Syndicate spaces, if you’re running a program or need multiple spaces reserved, please contact the bookings team directly at bookings@mbs.edu as shown on the Bookings information page on the Communications Hub.
For the best experience for all attendees, it’s recommended that you arrive a couple of minutes for your hybrid meetings
Process
Meeting preparation
First, for any meeting requiring a physical space, you will need to find an available meeting space.
To do this, use the bookings form found on the Communications Hub, via this link or via the link shown in the Image below.
If you’re unable to find a suitable space, please contact bookings@mbs.edu to discuss your requirements further.
During the booking process, you will be able to see the availability of the room based on the colour shown in the image below.
Yellow – The room is currently reserved by another person
Green – Your booking is available
During the confirmation part of your room booking, please ensure you select Book Now.
If you do not see this option and can only see Request Proposal, this will likely be because the room is not available for your time specified. Selecting this option will forward the request to the bookings team for review and recommendation.
Once your booking has been received, you will receive an email confirmation. Please pay attention to the wording of the email.
As shown below, two different email confirmations are received depending on if an Enquiry or a Booking is made.
An Enquiry (shown on the left below) is an unconfirmed booking, either by choice or because the room requested was not available.
A Confirmation (shown on the right below) is a confirmed booking, with the room now reserved for your meeting/event.
Inviting the meeting attendees
Once a location has been confirmed/approved, send out an Outlook invitation with Teams/Zoom enabled, or disabled if you’re running a physical-only meeting (depending on the type of meeting you are running) to your meeting attendees.
For information in how to do this, please refer to the “Hybrid Meeting guide” found in the Support Portal.
Please note: if there are changes to your meeting location, you will need to update these in your Outlook invitation.
Meeting attendance (Surface Hub)
When arriving to your meeting, forward the meeting invitation to the Surface Hub device, the email address for the Surface Hub can be found in the bottom left-hand corner as in the image below.
Meeting attendance (BYOD Room)
When arriving at the BYOD meeting space, connect your laptop using both available cables.
Start your Team, Zoom or other Video Conferencing meeting (if required) on your laptop and ensure that the software detects the in-room camera and microphone.
The in-room guides can assist with getting connected