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Audio Visual Centres in the 21st century
16 Room bookings.
16.1 Room bookings at QMW are unnecessarily complex and needs to be streamlined. At the moment this function is carried out by an administrative department and is purely historical.
16.2 Bookings are via internal mail which is very slow. There are two forms for staff to fill in , one for the room and another for AV equipment, although it works, it is very inefficient.
16.3 I have proposed that room bookings are handled by Media Services as this will negate the need for two forms. The present room bookings team should be relocated within the AV centre. This will promote understanding of AV work and they will become familiar with the limitations of the rooms.
16.4 I would advocate a short AV training period for room bookings staff so that they appreciate the problems faced by technical staff.
16.5 For example some rooms do not have blinds or the acoustics are poor and so on but only AV staff know of these problems. AV staff also know the availability of equipment stocks for any given period or can suggest alternatives immediately.
16.6 To further streamline the operation and reduce staff costs, I have also proposed that a central college data base be established that can be accessed by all staff. They could book rooms and AV equipment by e-mail, availability of rooms and equipment could be seen at a glance. Notes can be added to rooms with particular difficulties as outlined above, some rooms can even be locked out of the system if unsuitable for AV presentations. These rooms can still be booked but not with AV kit.
16.7 Emergency bookings can have a special alarm page that would alert the AV staff. These calls could be restricted automatically and the limit determined by the number of regular bookings already on the system and availability of staff numbers to respond to the request.
16.8 Self access bookings will prevent academic staff making unrealistic demands as they can see when staff will be available to support them. All of this still needs to be clarified and suitable software installed to cope with our specific requirements but it is possible and it will happen, but it needs considerable development work.
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