Library conference rooms are booked through Microsoft Outlook. Availability and ability to book these rooms are explained here, as well as their location and a list of the available technologies in those rooms. The library
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's Staff Room is booked in the same way as a conference room, though there is no expectation that people will check on the room's availability before using that space.
How to book a conference room
Microsoft Outlook functions differently depending on if you are using it on a PC, Mac, or via the web version (AKA - webmail). These directions are purposefully generic to allow anyone using any of these three platforms to reserve a conference room. Images are from the PC version of Outlook.
- Open your calendar in Outlook.
- Click the open calendar button, selecting "from room list" to search for a library calendar. All library calendars have the prefix of Vlib associated with them, so if you type Vlib in the search box, you will get a complete list of conference rooms. Often the abbreviation of "Conf." is appended to conference rooms, as is shown in the example here.
- Open the room calendar to view its availability. Sometimes you may have to check multiple conference room calendars to find one that works for your appointment date and time.
- Once you have found an available conference room, open up the appointment you have scheduled, or create a new appointment for the meeting you are scheduling on your own calendar.
- Click the button to invite attendees, so that you can invite the conference room to the meeting by searching in the global address book so that it appears in the "To" field of your calendar invite.
- You will notice the location of the meeting will default to that conference room.
- If there are no conflicts on the calendar for that room, it will auto-accept your invitation and your appointment will appear on the conference room's calendar.
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Types of Conference Rooms
There are 9 conference rooms in the library with varying levels of technology, space, and other capabilities. Some are accessible to partner units in the library, others are limited specifically to library use.
There are 4 hotelling offices in the library, of which three are specifically for use by Ecampus, with one specifically for library employee use.
Vlib 4960 - Drinkward Conf. Room
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Library-Only Conference Rooms
- Vlib 4653 - Lucy Lewis Conf. Room (Admin priority)
- Vlib 3755 - Faculty/Staff Conference Room (3rd floor departments priority)
- Vlib 2511 - Faculty Staff Conference (LEAD priority)
Rooms Shared with Partners
- Vlib 4960 - Drinkward Conf. Room (Library priority)
- Vlib 4445 - Thunderegg Conf. Room (Ecampus priority)
- Vlib 4443 - Sunstone Conf. Room (Ecampus priority)
- Vlib 4168 - Kelley Conf. Room (Library priority)
- Vlib 4146 - Chinook Conf. Room (Ecampus Priority)
- Vlib 4142 - Meadowlark Conf. Room (Ecampus Priority)
- Vlib 2515 - Conference Room (Shared Library/Academic Success)
Library Conference Rooms
Vlib 4653 - Lucy Lewis Conf. Room
- Seating - 5
- Monitor - Office-sized
- Built in computer system -
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- Yes
- Built-in microphones -
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- No
- Whiteboard -
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- Small
- Other amenities - Conference phone
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- Usable by -
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- Library and Press
Vlib
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3755 - Faculty/Staff Conference Room
- Seating -
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- 6
- Monitor -
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- Small screen
- Built in computer system -
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- No - laptop connected to screen
- Built-in microphones - No
- Whiteboard - Small
- Other amenities -
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- 3 extra chairs
- Usable by - Library and Press
Vlib
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2511 - Faculty Conference Room
- Seating -
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- 6
- Monitor
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- - Small screens - 3 of them
- Built in computer system - Yes
- Built-in microphones - No
- Whiteboard -
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- Small
- Other amenities -
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- 2 extra chairs, conference phone, ID card access
- Usable by -
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- Library and Press
Shared Conference Rooms
Vlib
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4960 -
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Drinkward Conf. Room
- Seating -
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- 16
- Monitor - Large screen
- Built in computer system - Yes
- Built-in microphones - Yes
- Whiteboard - Large
- Other amenities -
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- Conference phone, 2 extra chairs
- Usable by - All
Vlib
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4445 -
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Thunderegg Conf. Room
- Seating -
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- 8
- Monitor - Large screen
- Built in computer system -
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- Yes
- Built-in microphones -
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- No
- Whiteboard -
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- Large
- Other amenities -
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- Relaxes atmosphere - non-standard conference room
- Usable by - All
Vlib
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4443 -
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Sunstone Conf. Room
- Seating - 8
- Monitor - Large screen
- Built in computer system - Yes
- Built-in microphones - Yes
- Whiteboard - Large
- Other amenities -
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- 1 extra
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- chair, conference phone
- Usable by - All
Vlib
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4168 -
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Kelley Conf. Room
- Seating -
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- 12
- Monitor - Large screen
- Built in computer system - Yes
- Built-in microphones - Yes
- Whiteboard -
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- Small
- Other amenities - Conference phone
- Usable by - All
Vlib
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4146 - Chinook Conf. Room
- Seating -
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- 8
- Monitor -
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- Large screen
- Built in computer system -
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- Yes
- Built-in microphones -
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- Yes
- Whiteboard -
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- Large
- Other amenities -
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- 2 extra chairs, conference phone
- Usable by -
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- All
Vlib
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4142 - Meadowlark Conf. Room
- Seating -
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- 10
- Monitor -
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- Large screen
- Built in computer system -
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- Yes
- Built-in microphones -
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- Yes
- Whiteboard -
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- Large
- Other amenities -
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- Conference phone
- Usable by -
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Hotelling offices
Vlib 4064 - Marys Peak
For use by Ecampus
Vlib 4065 - Mt. Hood
For use by Ecampus
Vlib 4110 - Orange Room
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- All