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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 does not have a specific policy regarding how these rooms are to be used, though we do request that employees do not use these rooms for individual or online meetings.  If a quiet space is required for an online meeting, we ask that you utilize the hotel offices available in the library.  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.

  • 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.


What do the conference rooms have?

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

  • 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 4653 - Lucy Lewis Conf. Room

  • Seating - 5
  • Monitor - Office-sized
  • Built in computer system - Yes
  • Built-in microphones - No
  • Whiteboard - Small
  • Other amenities - Conference phone
  • Usable by - Library and Press

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 - All

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 - All

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 - All

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 - All

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

Hotelling offices

Vlib 4064 - Marys Peak

For use by Ecampus

Vlib 4065 - Mt. Hood

For use by Ecampus

Vlib 4110 - Orange Room

For use by Ecampus


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