Room Bookings

General Principles

• The use of University space for classes takes precedence over non-teaching bookings
• Rooms should only be booked for confirmed non-teaching activities and not to reserve rooms for activities that may occur
• Conference Centre bookings where contractual arrangements are in place will take precedence over all other bookings – teaching and non-teaching – except where the contract commits a type of room rather than a specific room
• The Conference Centre may book available rooms for meetings and events after the class timetable has been finalised
• It is the responsibility of the Room Booking Representative requesting the booking to ensure the booking will not impact on other activities scheduled in the area, i.e. exams
• Any changes required to the finalised timetable or new classes which require scheduling will not take precedence over confirmed non-teaching bookings unless no alternative appropriate teaching space is available in which case the non-teaching booking will be moved to another room if available
• Rooms used for non-teaching activities must be left according to the standard set up for that specific room. Tables, chairs and equipment must not be removed from any teaching space
• Rooms used for non-teaching activities must be cleared of all rubbish and no unused materials should be left in the room
• Where catering is required for an event, it should be booked through the Conference Centre, set up outside the room and all catering cleared after the event
• No food or drink are to be consumed in any of the teaching rooms
• No fees will be charged by the Faculty making the booking to a third party for the use of the space
• The booking of a non-teaching activity will be for the use of University staff or students only
• All bookings for external clients will be made through the Conference Centre

How to book a room

• All room bookings should be requested through the Faculty or Department Room Booking Representative. A list of representative names are available on the intranet and will be updated from time to time
• Room bookings should be made a minimum of three days prior to the event
• Room bookings should be submitted via the online booking form
• A confirmation email will be sent within 2 working days of the booking request
• If it is an urgent booking (for the same or the following day), please phone the Event Booking Officer after the booking has been submitted
• Bookings received are prioritized by the Event Booking Officer in the following way: bookings for the current week, bookings for the next week, bookings after the following week and will be processed in this order
• The following information will be provided in addition to the normal booking details:
  • Name, phone no and email address of the contact person
  • A brief description of the activity
• Bookings for Bond Week should be made a year in advance where possible
• Bookings for awards nights can be made from Monday Week 12 of the previous semester
• Room booking requests for additional teaching cannot be scheduled within the class free time without the permission of the Dean or Head of School as delegated by the Dean

Resolution of Difficulties

• Where more than one Faculty and/or the Conference Centre requires the use of the same space, the parties should attempt to negotiate a solution which is acceptable to all
• Where an acceptable solution cannot be agreed upon, the Timetabling Coordinator will mediate and attempt to resolve the issue. This may involve the relevant Faculty Business Director and / or the General Manager, Student Administration
• Where this fails, the issue will be raised with the Timetabling Consultative Group Committee for resolution who should reference appropriate academic and / or administrative management in the associated Faculty
• Where this committee is unable to achieve a successful resolution, the matter will be referred to the Registrar or Deputy Vice Chancellor.