Library Conference Rooms

Owned by Don Frier (Unlicensed)
Last updated: Jan 11, 2024 by Lucinda Amerman (Unlicensed)
3 min read

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'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.

Create your event

  • Open your calendar in Outlook and create a meeting/event on your own calendar.

Check room availability

  • Open the desired room calendar by clicking the add calendar button, and 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.

Invite the room to your event

  • Once you have found an available room, open up the event your created on your own calendar.
  • Click the location button. A list of rooms will pop-up. Type in Vlib and search for the desired room, select and hit OK.

                           

  • 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.

Table of Contents

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.

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 4802 - Lucy Lewis Conf. Room

  • Seating - 5
  • Monitor - None
  • Built in computer system - No
  • Built-in microphones - No
  • Whiteboard - Large
  • Other amenities - Conference phone
  • Usable by - Library and Press

Vlib 3755 - Faculty/Staff Conference Room

  • Seating - 6
  • Monitor - Small screen
  • Built in computer system - No - laptop connected to screen 
  • Built-in microphones - No
  • Whiteboard - Small
  • Other amenities - 3 extra chairs
  • Usable by - Library and Press

Vlib 2511 - Faculty Conference Room

  • Seating - 6
  • Monitor - Small screens - 3 of them
  • Built in computer system - Yes
  • Built-in microphones - No
  • Whiteboard - Small
  • Other amenities - 2 extra chairs, conference phone, ID card access
  • Usable by - Library and Press

Shared Conference Rooms

Vlib 4960 - Drinkward Conf. Room

  • Seating - 16
  • Monitor - Large screen
  • Built in computer system - Yes 
  • Built-in microphones - Yes
  • Whiteboard - Large
  • Other amenities - Conference phone, 2 extra chairs
  • Usable by - All

Vlib 4445 - Thunderegg Conf. Room

  • Seating - 8
  • Monitor - Large screen
  • Built in computer system - Yes
  • Built-in microphones - No
  • Whiteboard - Large
  • Other amenities - Relaxes atmosphere - non-standard conference room
  • Usable by - Library/Ecampus

Vlib 4443 - Sunstone Conf. Room

  • Seating - 8
  • Monitor - Large screen
  • Built in computer system - Yes 
  • Built-in microphones - Yes
  • Whiteboard - Large
  • Other amenities - 1 extra chair, conference phone
  • Usable by - Library/Ecampus

Vlib 4168 - Kelley Conf. Room

  • Seating - 12
  • Monitor - Large screen
  • Built in computer system - Yes 
  • Built-in microphones - Yes
  • Whiteboard - Small
  • Other amenities - Conference phone
  • Usable by - All

Vlib 4146 - Chinook Conf. Room

  • Seating - 8
  • Monitor - Large screen
  • Built in computer system - Yes 
  • Built-in microphones - Yes
  • Whiteboard - Large
  • Other amenities - 2 extra chairs, conference phone
  • Usable by - Library/Ecampus

Vlib 4142 - Meadowlark Conf. Room

  • Seating - 10
  • Monitor - Large screen
  • Built in computer system - Yes 
  • Built-in microphones - Yes
  • Whiteboard - Large
  • Other amenities - Conference phone
  • Usable by - Library/Ecampus

Vlib 2515 - Conference Room

  • Seating - 4-6
  • Monitor - No
  • Built in computer system - No
  • Built-in microphones - No
  • Whiteboard - Small
  • Other amenities - None
  • Usable by - Library/Academic Success