Kirby Institute David Cooper Boardroom booking form

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

• As of 1 February 2024, use of the David Cooper Boardroom is restricted to meetings requested by Kirby Institute personnel and central Faculty of Medicine & Health/UNSW teams only. Please do not submit a request if you are not from one of these groups.  
• It is very important to read the following Terms and Conditions as there may not be anyone at the Kirby Institute available to assist you if there are any problems. You are required to read the instructions provided before accessing and using the AV equipment, if you do not know what to do, please seek help and do not make any changes to the system.
• All booking requestors 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 board room is 18 people.
• The David Cooper Boardroom can only be booked for high level meetings, that must include senior attendees external to UNSW. The size/length/type of meeting will be a factor in the approval process. The boardroom is directly adjacent to the Kirby Director’s office and this needs to be taken into account due to noise, etc.
• As the boardroom is located within the Kirby Institute Executive offices, it would be appreciated if noise is kept to a minimum, and any phone calls are taken outside of the office area.
• If there is damage to the carpet and/or furniture in the boardroom, costs for cleaning and/or repairs will need to be met by the organisation/group that has booked the room.
• It is the responsibility of the boardroom user to clean up the room and kitchen (if used) after their event.
• The Kirby Institute does not provide administration support for meetings, or stationery supplies, etc.
• If your event is after hours (before 9:00am or after 5:00pm), it is the 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 after hours building access.
• 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 boardroom previously, we highly recommend you organise to visit the room prior to your meeting. Please contact Isabelle Moss imoss@kirby.unsw.edu.au  to organise.
• Please notify Isabelle Moss imoss@kirby.unsw.edu.au if your meeting is cancelled or you no longer require use of the boardroom.
• Failure to adhere to these terms and conditions may result in future usage of the boardroom being refused.

Audio-Visual System

• The David Cooper Boardroom is equipped with:
  • A Zoom-centric video conferencing setup. This includes a 86” 4K TV, pan/tilt/zoom camera, ceiling microphones and speakers.
  • A Polycom conference room telephone for incoming and outgoing standard phone calls.
• Only ZOOM meetings are supported by the AV system in the Boardroom. TEAMS meetings are not supported. 
• For presentation purposes, when the TV is used as a second monitor connected to a laptop, a HDMI cable is provided. 
  • However, if your laptop does not have an HDMI out, a USB-C to HDMI adapter will be available in the room, but needs to be requested before the date of the presentation.
  • Be aware that some laptops may not recognise the adapter and it will not be possible to use the TV as a second monitor. 
  • We highly recommend that if your laptop is not equipped with a standard HDMI out, a test run should be arranged before the date of the presentation, to avoid disappointment.
  • If you know your device works with a specific USB-C to HDMI adapter we encourage you to bring it to the room together with your laptop.
• In case of any malfunction of the equipment or if you do not know how to operate it please request help from Isabelle Moss, do not try to fix it yourself or access any equipment behind the TV.  All the equipment that you need i.e. iPad controller, TV remote control, camera remote control, keyboard and mouse (if needed) are available in the boardroom, no other equipment should be touched, reconfigured or powered on/off.

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