Boardrooms

Boardroom

Room booking procedure for Schulich Medicine & Dentistry boardrooms

(HSA 101, MSB 105, CSB 2719, CSB 3702 and CSB 3706)

Please read this document prior to sending appointments to the boardrooms and check back periodically for updated information.

Schulich Medicine & Dentistry boardrooms are a limited resource which must be booked only for events which require their specific use. Inappropriate room bookings sent directly to these room resources will be declined. We will contact you, time permitting, to advise you of this.

Circumstances may occasionally arise where a room is needed to resolve some critical item of business for the School. In this situation, a judgement call will be made by Facilities and/or Operations & Administration and if it is determined that meetings must be rearranged, we will make every effort to accommodate your meeting in an alternate location. In the event that we cannot find you an alternate location, your meeting will be canceled and we will notify you of this change.

Effective June 2, 2017, the room booking process changed with the migration to Microsoft Outlook.

Schulich users must be manually entered into the permissions for each room resource that they require access to and have individual rights granted. This is going to take some time so your patience is appreciated. Regular recurring classroom bookings will continue to be managed by the Schulich Facilities office. Oversight of the requests will continue to ensure that the requests are appropriate.

All persons booking boardrooms will be held accountable for cleaning up the room after the meeting. This includes turning off the room technology, resetting the furniture, wiping up spills, removing food waste to hallway trash bins and ensuring that the room is locked afterwards if applicable. In many cases, where back to back meetings occur, this will need to be done immediately following the meeting.

Please note that if you require training on room technology or a flashup of the videoconferencing system, you are responsible for making these arrangements with Educational Technology and Media Services (ETMS). Flashups may be requested by contacting ETMS through the Schulich Help Desk.

Some issues to consider before you make a booking.

Will I or my attendees have access to the building or suite where the room is located?

Is this an appropriate use of the room resource?

Questions about these and other issues can be addressed to the Associate Director – Facilities at any time.

Schulich Outlook Users

Effective June 2, 2017, the room booking process changed with the migration to Microsoft Outlook.

Schulich users must be manually entered into the permissions for each room resource that they require access to and have individual rights granted. This is going to take some time so your patience is appreciated. Regular recurring classroom bookings will continue to be managed by the Schulich Facilities office. Oversight of the requests will continue to ensure that the requests are appropriate.

Please use an appropriate subject for the meeting which describes the nature of the meeting (please be succint). Please indicate the technology needed for your meeting (eg. videoconference, teleconference, audiovisual, not applicable), the number of attendees and provide the names of attendees if you are booking CSB 3702 or 3706.

Other Users without Schulich GroupWise Access

Medical students should submit their requests through uwomeds.com

For all other users, we will be happy to assist you if you send the relevant information to facilities@schulich.uwo.ca.  To assist us with assessing your booking requests, the following information must be provided in your email request. If the information is not provided, we will request this information prior to making the booking.

  • Name of Meeting (will be displayed in Outlook)

  • Requester (name and phone extension)

  • Specific Room Requested (if applicable)

  • Date

  • Time (start and end)

  • Technology Required (eg. videoconferencing, teleconferencing, audiovisual)

  • Estimated Number people attending (include names of attendees for meetings held in CSB 3702 and 3706)

  • Brief Event Description