-- Main.ldixon - 21 Oct 2008

Meeting Rooms Committee

This committee was setup by the PRC. The mission we understood ourselves to have was: to find out how we can make meeting rooms most usable, including procedural issues such as the support for booking the meetings rooms.

The purpose of this page is to coordinate the committee meetings, let users of the Informatics Forum meeting rooms (primarily members of informatics) have informed input towards the way the meeting rooms are used.

Having written up the reports below, we now feel that we have completed our intended purpose and have closed the meeting rooms committee.

Some information about the meeting rooms, how to book them, use the projectors etc is being put into the page: MeetingRoomsFAQ

Guidelines for using the meeting rooms are at GuidelinesForMeetingRooms

Members:

Sofi Freijeiro-Mato, Alastair Scobie, David Willshaw, Steve Downes, Lucas Dixon, Marije Vugts.

Meetings:

Past: 7-10-08, 21-10-08, 29-10-08, 06-11-08, 13-11-08, 9-12-08, 7-01-09, 14-01-09, 26-01-09, 05-02-09, 05-03-09, 23-04-09, 14-05-09

Reports:

We created two reports for PRC:

  • Report 1: Focuses on room layout and required furniture. This was presented at PRC on 14th Jan 2009.
  • Report 2: Focuses on procedural issues around booking the meeting rooms. This will be presented to PRC on the 20th of May 2009.

We also created additional documents to help with use of the meetings rooms (see also GuidelinesForMeetingRooms):

Additional information:

  • List of current and suggested room layouts.
  • Initial list of issues with meeting rooms.

These are listed below.

General Issues:

  • Improvements to the Web Booking System:
    • A web form for booking meeting rooms, which includes requests for bookable equipment, and any required room layout changes, catering details, contact information is needed.
    • Need a page that shows the ground floor layout changes in order to allow the servitors to plan the re-arrangement.
    • Bookings that need re-arrangement of furniture should (automatically?) have an extra 30 minutes time allocated before - booked for servitors to setup the room.

  • Proposed guidelines for room booking:
    • Rearrangement for ground floor rooms needs to be given to servitors 48hours in advance.
    • All external events should have a host within Informatics and be restricted to the ground floor rooms.
    • For non-ground floor rooms, the users of the room are responsible for returning the room to the standard layout.
    • Servitors are to start charging for out of hours cover, this will be anything after 8.30pm and at weekends there will be a minimum of 4 hours charged. The standard charge will be 15 per hour. Similar will be apply for out of hours CSO support but the rate is unsure at this time and out of hours for them is anything after 6pm.
    • Rooms have a default layout, written on the door. Labels are tables/chairs with room they belong to so that "Lost" items can returned.
    • AV cabinets should be moved by CSO's only. If alternative AV set ups are required then a computing support ticket should be made.

  • Layout and Setup of Rooms:
    • Bookable items (flipcharts, extra projectors, special setup, movable walls, etc) for meetings is an issue. Maybe we need a couple of dedicated secretaries (in case one is ill etc) who are responsible for events/bookable items. Handing out and getting back keys can be an issue. Needs thought.

  • Equipment:
    • Whiteboards/Blackboards have been installed, although some are still pending. Intended plans are at below.
    • Whiteboards are not magnetic and lack trays to hold pens/wipers.
    • Larger and more boards would be better.
    • Clocks are still needed for all meeting rooms.
    • Standing coat hooks as a general resource are sometimes useful and should be bookable items (what is the status with the ones on the ground floor?).
    • DICE machines: are in locked cabinets, when they are turned off they require computing staff in order to unlock them and turn them back on, would it be better if they were not locked, or at least had some access to turn them on again. Also, the computers are also very slow, it can take up to 5 minutes to bring up pdf slides. People should not run processes on these machines in the background.

  • Providing Information
    • Need to have information on how to use AV cabinets updated.
    • Need to provide information on what resources the different rooms have somewhere on this wiki.
    • Posters for the doors of the meetings rooms could be generated automatically from the room booking system. Secretaries could put a poster listing the weeks meetings (Monday, once a week or possibly once a day?) on the rooms door. (Motivation: looks good, helps with informal use of the room.)
    • Many meeting rooms have air conditioning and programmable lights. Make sure this information, and for which rooms, is known to people. We can reprogramme lights if needed; e.g. make front lights dim and back ones bright for presentations.

  • Problems with the Rooms:
    • Acoustic problems with sound carrying too much from the meeting rooms are a known issue and are being addressed (G.03 and G.07).
    • Rooms with glass walls (1.15, 1.16, 4.3X) lack privacy needed for interviews etc. These are being fitted with blinds.
    • Cold: 1.15 and 1.16 are too cold (below health and safety standards)

The Rooms, our proposed default layout and changes needed to get a sensible default:

This is not a list of the current setup but attached are pdf's of our proposed setup for each room, including changes needed to get what we think is a sensible default.

Legend for pdf's: Orange = Blind to be fitted, Blue = Proposed location of clock, Purple = Proposed or actual location of whiteboard, Green = Flip chart

IF G.03.pdf:

  • Current situation: 8 rectangular tables and 2 top-ends + 25 leather chairs
  • Outstanding items: Clock
  • Suggested additions: About 60 chairs for seminar set-up; flip-chart
  • Standard set-up: Seminar style with 60 chairs

IF G.07.pdf:

  • Current situation: 100 chairs + tables for top-table use + 80 writing tablets
  • Outstanding items: - Clock
  • Suggested additions: Large flipchart (maybe flipchart/whiteboard combi?) on wheels (?)
  • Standard set-up: Seminar style with 80 chairs

IF G.07A.pdf:

  • Current situation: 80 chairs
  • Outstanding items: - Clock
  • Suggested additions: Large flipchart (maybe flipchart/whiteboard combi?) on wheels (?)
  • Standard set-up: Seminar style with 60 chairs
  • TRY OUT: As a try out we will set-up the room for single projection onto the East wall with a mobile projection unit as the room seems to long and narrow for the current set-up.

IF 1.15.pdf:

  • Current situation: 12 chairs + 5 tables, whiteboard mounted on back wall
  • Outstanding items: Blind in front of corridor glass wall + clock
  • Suggested additions: Up amount of chairs to 25 and amount of tables to 6
  • Standard set-up: Boardroom style

IF 1.16.pdf:

  • Current situation: 12 chairs + 5 tables, whiteboard mounted opposite interactive whiteboard
  • Outstanding items: Blind in front of corridor glass wall + clock
  • Suggested additions: Up amount of chairs to 25
  • Standard set-up: Boardroom style

IF 3.02.pdf:

  • Current situation: 12 chairs + 5 tables, whiteboard mounted by AV cabinet
  • Outstanding items: Clock
  • Suggested additions: Up amount of chairs to 20
  • Standard set-up: Boardroom style

IF 4.02.pdf:

  • Current situation: 12 chairs + 5 tables, 2 whiteboards mounted on south wall
  • Outstanding items: Clock
  • Suggested additions: Up amount of chairs to 20; move projector to aim at this wall
  • Standard set-up: Boardroom style

IF 4.31.pdf:

  • Current situation: 30 chairs + 7 tables
  • Outstanding items: Clock
  • Suggested additions: Up amount of chairs to 40; mount two white-boards on south wall; move 5 tables to store or other meeting rooms; add blinds on both sides
  • Standard set-up: Seminar style

IF 4.33.pdf:

  • Current situation: 30 chairs + 7 tables
  • Outstanding items: Clock
  • Suggested additions: Up amount of chairs to 40 and add 1 table; mount white-board on north wall atrium side; add blinds on both sides
  • Standard set-up: Boardroom style

IF 5.02.pdf:

  • Current situation: 12 chairs + 5 tables, blackboard mounted on south wall next to plasma screen
  • Outstanding items: Clock
  • Suggested additions: Up amount of chairs to 20
  • Standard set-up: Boardroom style

Bookable resources:

  • 8 tables for catering purposes (not available yet)
  • Coat stands
  • Posterboards
  • OHP
  • Conference phones
Topic attachments
I Attachment Action Size Date Who Comment
pdfpdf GUIDELINES_RBS.pdf manage 41.1 K 20 May 2009 - 15:04 MarijeVugts Guidelines
pdfpdf RBS-changestobemade.pdf manage 104.9 K 20 May 2009 - 15:05 MarijeVugts  
Topic revision: r21 - 17 Jul 2009 - 07:33:49 - MarijeVugts
 
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