Kirby Institute Berg Seminar Room booking form (internal)

Terms, conditions and important information (please read before submitting a booking request)

• All bookings must complete the online form below. Bookings are not confirmed until you have received an email confirmation from the Kirby Institute.
• The maximum capacity of the Seminar Room is 110. Please note that changing the configuration of the room may decrease the maximum number of people who can attend the meeting.
• For whole day booking requests, the maximum that can be requested by any UNSW or external organisation (with the exception of the Kirby Institute) is one day. Multiple days requests are unlikely to be considered.
• Requests to use the room by any UNSW or external organisation (with the exception of the Kirby Institute) on a regular basis (i.e. weekly) are also unlikely to be approved.
• Hiring fees may be applicable. Please see details at the bottom on this page.
• Food and drinks (except water) are NOT permitted at any time in the Seminar Room.
• If there is damage to the carpet and/or furniture in the Seminar Room, costs for cleaning and/or repairs will need to be met by the organisation/group that has booked the room.
• If use of the atrium is required, please ensure booking of the Seminar room factors in specified time.
• It is the responsibility of the Seminar Room user to clean up the room and atrium area after their event.
• The Kirby Institute does not provide administration support for meetings, or stationery supplies, etc.
• If your event is after hours, it is the Seminar Room user’s responsibility to inform UNSW Security and arrange access and continued air conditioning if required. Please complete this form with your event details for afterhours building access.
• Failure to adhere to these terms and conditions may result in future usage of the Seminar Room being refused.
• The Kirby Institute reserves the right to cancel bookings and will attempt to provide at least one week’s notice if this is required.
• If you have not used the Seminar Room previously, we highly recommend you organise to visit the room prior to your meeting. Please contact Jayne Seward jseward@kirby.unsw.edu.au to organise.

AV system

• The Seminar Room is equipped with an AV system and a Windows SOE desktop, which can be used for PowerPoint presentations, Zoom and Teams meetings etc. Users need to login with their own zID/zpassword combination, not your Kirby username and password. The room is equipped with a ceiling camera, single 4:3 ratio dropdown screen, room speakers, lectern microphone and a single ceiling microphone to capture the audience questions during Q&A. There are also 6 wireless microphones available: 4 microphones are roaming handheld microphones and 2 lapel microphones (all of them in working order).
  • If you wish to use your own laptop and connect to the system (either Mac or Windows), the laptop must have a HDMI output to be connected or a VGA one (not recommended). If your laptop does not have a suitable HDMI output, then you will need to provide an adapter when you bring the laptop to the Seminar Room.
  • The AV facilities must be returned to their original configuration after your meeting.
  • If the AV system is used, it MUST be switched off after your event.
• The Kirby Institute’s IT team will not provide any training in the use of the AV system. We highly recommend you familiarise yourself with the AV system before your meeting:
  • For people external to the Kirby Institute, you will need to organise training in the use of the system from UNSW IT. Please contact the team leader for MM & AV, Michael Jones (michael.jones3@unsw.edu.au) via email or Teams.
  • For people internal to the Kirby Institute, please seek advice from the representative from your Program who has been trained in the system.
  • The Kirby Institute’s IT team will not provide any support if there are problems/issues with the AV system during your meeting. You will need to contact the UNSW AV Hotline on 9385 4888 for this type of support.
• An overview of the AV system can be found here: UNSW AV Hybrid User Guide

Note: the Contact person will need to be present for the entire event and meet with Jayne Seward jseward@kirby.unsw.edu.au prior to the event regarding the evacuation plan for the Wallace Wurth building.

Fees
The cost of hiring the seminar room is as follows (incl. GST):

Rate 1 – $1000 for day hire (4 hours minimum) or $250 per hour. This applies to commercial clients, for profit business.

Rate 2 – $750 for day hire (4 hours minimum) or $180 per hour. This applies to government bodies, other universities, charitable and community service organisations.

Rate 3 – $0 UNSW.