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Booking an eConferencing Room

eConferencing has four bookable rooms, AVC1, AVC2 & AVC3 in the Information Services Building (aka Central Library) and Hunter Centre Room 1.16.

These rooms are bookable through Outlook. You can therefore easily view room availability room and to book it in when sending your meeting invite to your attendees.

Adding Room Calendars and Searching for Availability
Booking a Room
Other non-eConferencing rooms with Zoom capability that are bookable in Outlook

Adding Room Calendars and Searching for Availability:

  1. In your Outlook calendar click “Add Calendar” in the top menu
  2. Search for ITS AVC 1, ITS AVC2, ITS AVC3 and Hunter Centre eConferencing Room 1.16
  3. Double click on each of these names in the list to add
  4. Click OK
  5. Search your dates/times to view availability for each room

Booking a Room:

  1. Create a new meeting invite in Outlook calendar (NB: If you have an existing Outlook invite for a meeting you can simply edit this and change the location to the room).

  2. In the location field, add the the room you wish to book ITS AVC 1, ITS AVC 2, ITS AVC 3 or Hunter Centre eConferencing Room 1.16
  3. Add in the corresponding email address below as an attendee which will generate the start button on the iPad in the room for you (not applicable for Hunter Centre Room 1.16).
    AVC1 – avc1.otago@gmail.com
    AVC2 – avc2.otago@gmail.com
    AVC3 – avc3.otago@gmail.com
  4. Always include the Zoom link in the content field of your outlook invite.
  5. Add a note for the eConferencing team to advise what support you need
    – Technical Support Monitoring
    Recording
    – Any other special requests
  6. Click SEND

eConferencing will then assess your request and either accept it if all is okay or deny the request and contact you to discuss further.

Please note:

  • Booking requests for teaching are prioritized over other meetings.
  • If you need a one off or recurring link created and you are not able to use your own Zoom account please email econferencing@otago.ac.nz and we can create one for you to add into your Outlook invite.
  • The videoconferences in our rooms may be monitored by the eConferencing department to help ensure quality of connection and provide technical support when required. This will be conducted within strict confidentiality requirements for staff in the eConferencing department.

For future reference below are some other rooms with Zoom capability that are bookable in Outlook:

  • Scott Shand meeting room G.01 (add the room as the location) – add the email address scottshand.g01@gmail.com as an attendee and put the Zoom link in the content) – this room will have an iPad with a start button.
  • Clocktower G30 (add the room as the location) – this room has the Zoom app on the desktop to click join and type your meeting ID and passcode in to join the meeting.
  • Clocktower 1.36 (add the room as the location) – this room has the Zoom app on the desktop to click join and type your meeting ID and passcode in to join the meeting.
  • Clocktower G08A (add the room as the location) – this room has the Zoom app on the desktop to click join and type your meeting ID and passcode in to join the meeting.