Booking rooms

Booking rooms

All rooms are booked using Outlook.  A guide to booking meeting rooms in Outlook is available to download below, along with room layout suggestions and current charges.

To see the full list of all meeting rooms available to book in Outlook, 'Open calendar>from room list' and save your meeting request. 

Cancelling rooms

Remember to cancel a meeting room if you no longer need it.  A charge is levied if bookings are not taken up.

Information about who to contact to cancel a room is in each section below.

The View meeting rooms

Meeting rooms 1 and 2 have a phone, flipchart, screen and ceiling mounted projector system which a laptop can be connected to.

Meeting room 3 has a phone, flipchart, screen and TV monitor which a laptop can be connected to.

Second floor conference rooms

 

* conference room A (the normal location for public meetings) contains the public gallery. This room has a fixed projector system in the ceiling, which laptops can be connected to

Other facilities, such as TVs and a projector unit can be booked for use in the meeting rooms. For more information, email Facilities Management.

* conference room B. This room has a TV monitor which laptop can be connected to, a flip chart and telephone

* conference room C. This room has a TV monitor which laptop can be connected to, a flip chart and telephone

 

First floor training rooms

• Most HR training rooms have a PC and projector and a flip chart
• HR IT training rooms also contains PCs

Hearing loops

A hearing loop produces an electromagnetic signal received directly by hearing aids to help those with hearing difficulties.  A hearing loop system is available in the following civic office meeting rooms:

• second floor conference room A
• ground floor meeting rooms 1, 5 and 7

The ground floor meeting rooms available for all staff are:

• meeting room 3 (20 people)
• meeting room 4 (20 people)
• meeting room 5 (30 people)
• meeting room 6 (6 people)

Other rooms are reserved for particular purposes, or groups of staff:

• meeting rooms 1, 2 and 8 are reserved for children’s social care and safeguarding
• meeting room 7 is reserved for PACE meetings

For staff meetings that take place on a regular basis, try to book the meeting rooms in office areas first. Find out how to check room availability under 'Booking and cancelling rooms'.

Book via Outlook. If the room is no longer required, whoever booked the room must cancel it at least 24 hours in advance, otherwise a charge will be applied - if the organiser is unavailable, please email facilitiesmanagement@portsmouthcc.gov.uk.

If you have booked a ground floor meeting room you must sign the keys in and out from the security desk by the main doors. When signing for the keys you will be asked to state how many people are in the meeting - this is to help us monitor demand and ensure that  the right facilities are available for staff (for example there may be demand for similar meeting rooms).

The learning and development training rooms, first floor, civic offices, can be booked for general use.

Learning and development training rooms

Room	Facilities
Nelson Floor 1, core 6	30 people sat around tables (café style) or 40 people with chairs only (theatre style) good for bigger training groups and active training sessions computer and projector available
Collingwood Floor 1, core 6	16 people café style, good for  group work. computer and projector available
Britannia Floor 1, core 6	10 people café style computer and projector available
Mary Rose Floor 1, core 6	IT training rooms for up to eight people with desk and computer for each good for classroom based training projector screen available
Victory Floor 1, core 6	IT training room for up to seven people with desk and computer for each good for classroom based training.   projector screen available
Ark Royal Floor 1, core 6	small room holding two computers, suitable for training or small meetings of up to five people room has low chairs around a coffee table no flipchart.
Fearless Floor 1, core 6	small room holding one computer, suitable for one-to-one training or small meetings of up to four people room has low chairs around a coffee table no flipchart.

Book via Outlook.  When making a booking you need to invite the room as an attendee (in the same way that you would invite a person to your meeting). When booking a room via Outlook please do not create an 'All day event' but enter the start and end time of your meeting manually.

To cancel, email   learninganddevelopment@portsmouthcc.gov.uk   or call 9284 1963.

For these rooms, priority is given to training and recruitment activity. Bookings will be taken up to a week before the meeting date on the understanding that, should a priority training or recruitment event arise, this will take precedence and we will ask you to move your meeting elsewhere. We will work with you to find alternative accommodation wherever possible.

All HR training rooms have flip chart stands unless otherwise stated. A kitchen with a hot water boiler is available if you wish to supply your own refreshments.