Access Grid - Bookings

Introduction

This section is to help assist End User Organisers and Access Grid Operators on what steps they need to do and what information is needing to be provided to ensure a successful process of booking an Access Grid meeting within New Zealand.

1. Overview Video
2. Procedures for Organisers requesting bookings
3. Procedures for Access Grid Operators scheduling bookings

1. Overview Video

2. Procedures for Organisers

To ensure that Access Grid staff across New Zealand are able to adequately manage booking requests and that users who are planning on making bookings have a high chance of having their booking confirmed, please ensure that the following policies are met:

• All booking requests are submitted no later than 72hrs (3 days) prior to the scheduled Meeting.
• Notice of cancellation for meeting be submitted to AG Operator no later than 24hrs prior to the scheduled meeting

Step 1

Consult the Access Grid Calendar to find a time available to book

Step 2

Contact your local Access Grid operator at your University. You can find contact information in the Endpoint Directory section of this website.

Depending on what University you are associated with, this information can be submitted either via an internal website, email, telephone, or in person. Please check with your University as to their best method of receiving Access Grid Bookings.

You will need to supply the following information in order to start the booking process.

Meeting Title: (name of the meeting)
Meeting Date: (the date or dates when you plan to hold the meeting)
Start Time: (the actual start time of the meeting)
End Time: (the actual end time of the meeting)
Required Sites: (other sites within New Zealand or around the world who will be participating)
Attendees: (the number of estimated participants at the local and remote sites)
Organiser Name: (the name of the head organiser who is responsible for the booking)
Organiser Telephone: (mobile or ddi telephone number of organiser)
Presentation: (if you require any powerpoint presentations to be shown)

Responsibilities of Organiser:

• Gathers and communicates all details and information to AG Operator no later than 48hrs prior to meeting date
• To ensure that local remote participants are confirmed for attending no later than 24hrs prior to meeting date.
• Notifies AG Operator quickly if they become aware or any changes to the booking (meeting times, extra sites, cancellations etc)
• Respond to the AG Operators email confirmation to ensure they are still confirmed for the meeting.

3. Procedures for Access Grid Operators

To ensure a successful booking process, we strongly recommend that AG Operators follow these step to booking:

Step 1 Once received a booking request, please check your local Access Grid room resources to ensure the availability of the room on the desired booking date and time. Once confirmed, please login to the Access Grid Calendar to submit a tentative booking into the system. This is done by selecting the desired date and time in Google Calendar, and then selecting in the calendar drop down field "Access Grid NZ Tentative"
Step 2 To enter the details of the booking, click on the event or click the edit button. Be sure to fill in all appropriate fields with the relevant details. What: (Meeting Title) Where: (Access Grid Virtual Room) Description: (Meeting Details provided by Organiser) In the right hand column named "Guests", enter all other Access Grid Operator emails who have been invited to attend. This will send an email informing them of the requested meeting. They can in turn reply with updates on if their room is available or not.
Step 3 Once all AG Operators have replied with their availability for the meeting and the organiser is happy to proceed, the host AG Operator can then change the calendar from "Access Grid NZ Tentative" to "Access Grid New Zealand"
Step 4 The scheduled meeting will then automatically move over to the "Access Grid New Zealand" Calendar and change colour accordingly. The meeting is now confirmed and ready to proceed.

Responsibilities of AG Operator:

• Ensures all information required is received from the meeting organiser
• Ensures meeting information is entered correctly and in a timely fashion into the Access Grid Calendars
• Farsite AG Operators ensure they reply as soon as possible to tentative booking requests to state whether the rooms and themselves are available
• Move the meeting to the confirmed calendar once replies are received and the meeting organiser is happy to proceed
• Nofity the farsite AG Operators if organiser announces changes to plans

NB: If you do not have login access to the AG Booking System, please contact AVCC Helpdesk to see if you are eligible for access.