For staff members:
Bookable rooms are either listed on the Web Room Booking site, or they have an individual outlook calendar.
Rooms that have an outlook calendar are usually meeting rooms, owned by specific areas. These rooms can be viewed via your outlook calendar: “Open Calendar” > “From Room List”. The rooms will start with one of two prefixes:
- Resource – xxxx or
- Room – xxxx. Example “Room – CMPH Dean Conference Room”.
You can view the availability of the rooms through these calendars, but you cannot edit or delete meetings entered into them.
To make a booking on an outlook calendar room, you can:
- Email email@example.com with details of your meeting. It will be entered into the room’s outlook calendar and a copy sent to you as confirmation. This is the best option for recurring bookings or if you don’t know if the room is free.
- Create a meeting in your own calendar and then ‘invite’ the room. To invite a room, click “Invite Attendees” > click on the “To” field > next to the search box, change the drop down list from Contacts to “All Rooms” > select the room and enter it in “Resources”. Then send the invite (complete with all details of the meeting, including your name and contact number) to the room. Unrestricted rooms will accept the meeting automatically if the room is free and decline the meeting if the room is busy. Restricted rooms are moderated and the invitation will be accepted/rejected by the staff member responsible for the room.
Popular rooms that have outlook calendars include:
- Deans Conference Room, 6E110, FMC
- Michael Berry Seminar Room, 6D222, FMC
- Board Room, 3.33, HSB.
- The BBQ courtyard area, near the level 5 entrance of FMC
Refer to the Non-teaching bookings page for instructions on how to book a room using Microsoft Outlook and the web room booking system.
You can cancel your bookings, any time before the start time, through the ‘my bookings’ link at the bottom of the page. You cannot cancel bookings that have already begun.
There are a few rooms, which you will be able to see in the viewer but not be able to book. These are specialist rooms that require permission to book, because of the equipment included in the room or the specialised nature of the rooms’ use. Examples include:
- The Multipurpose Teaching Facility, 5D218, FMC
- The Anatomy Museum, Level 5, FMC
For non-teaching bookings for these rooms, send an email to firstname.lastname@example.org.
For external bodies:
For external organisations looking to book rooms on campus for ANY activity, enquiries must be sent to email@example.com. There are fees and restrictions applied to external organisations utilising university facilities. Details of which will be forwarded on request.
For all non-teaching bookings, including all those for student societies and organisations, send an email to firstname.lastname@example.org
You will need to detail what the meeting is for and if there will be any alcohol involved or if students are going to be charged to attend the event. Where alcohol is involved, students need to organise the appropriate license through the Flinders University Student Association (email@example.com). This must be done prior to the event.