Conference Rooms and Videoconference Scheduling
- In Outlook, right click the desired time period and select “New meeting request”
- In the “To:” field, enter the names of the meeting participants, the names of the conference rooms in both West Lafayette and Indianapolis, and the names of the videoconferencing units. Also invite phrmwbex@purdue.edu to the videoconference so we know to have someone set up the conference unit in the room for you. For example, if you plan to schedule a videoconference between RHPH G48 and FTBB, you will need to invite the following:
- RHPH Vidcart 2 - SX20 (mobile videoconference unit in RHPH)
- FTBB Conf4 or FTBB Conf1.
- Anthony Imhof - Only invite IT staff if videoconferencing is needed or if you would like assistance with equipment in the room
- Mark Sharp
- Allen Smith
- In the subject field, enter the name of the meeting and place the word videoconference somewhere in the subject. If you plan to use Webex, also place the word Webex somewhere in the subject and provide the Webex meeting information in the notes section. invite phrmwbex@purdue.edu to be an alternate host if scheduling a WebEx with videoconferencing. When scheduling WebEx, and inviting phrmwebx, do not create overlapping meetings, or the second meeting will not start. If you would like the meeting recorded, place the word RECORD at the beginning of the meeting invite.
- Make sure the date and time for the videoconference are correct
- Set a reminder for 15 minutes prior to the videoconference
- Send the meeting invitation
NOTE: When scheduling RHPH 554 or the FTBB conference rooms, you do not need to schedule a videoconference unit. You must reserve RHPH HDX8000 if you would like a videoconference from a room in RHPH. Rooms in Indianapolis may only be reserved by Amanda Correa, Mindy Schultz, Kate Caward, Brooke Furrer, and IT staff.
How to schedule WebEx meetings
Follow these instructions to finish setting up your account, and to create Webex meetings https://www.pharmacy.purdue.edu/sites/www.pharmacy.purdue.edu/files/techsupport/webex/webex_creation_instructions.pdf (Screen shots taken prior to Sept 2020 upgrade.)
Webex Helper Applications - ( Meetings Desktop App and Productivity Tools)
Installation of the Webex Productivity tools are required in order to have a Webex integration in Outlook scheduling. The Meetings Desktop App is a quick way to launch any meetings you may be invited to without having to open the web browser and logon to Webex first.
Here's a document that details how to update or install these programs on your College of Pharmacy Managed Windows computer. https://www.pharmacy.purdue.edu/sites/www.pharmacy.purdue.edu/files/techsupport/videoconferencing/InstallWebexHelperApps.pdf
Available Resources in Indianapolis
FTBB Conf 1
- May only be reserved by Amanda Correa, Mindy Schultz, Kate Caward, Brooke Furrer, and IT staff
- Seats 16 in boardroom configuration
- Videoconferencing system
- In room computer
- PowerPoint clicker / laser pointer
- Laptop Connections
- Full wall whiteboard
- 6 outlet power strip with USB charging ports.
- Speakerphone
FTBB Conf 3
- May only be reserved by Amanda Correa, Mindy Schultz, Kate Caward, Brooke Furrer, and IT staff
- Seats 8 in boardroom configuration
- Videoconferencing system
- Full wall whiteboard
- In room PC and web camera (Skype / Skype for Business (Lync) / Google hangouts capable)
- 6 outlet power strip with USB charging ports.
- Speakerphone
- Content must be projected using WebEx
FTBB Conf 4
- May only be reserved by Amanda Correa, Mindy Schultz, Kate Caward, Brooke Furrer, and IT staff
- Seats 6 in boardroom configuration
- Videoconferencing system
- Full wall whiteboard
- Laptop Connections
- In room PC and web camera (Skype / Skype for Business (Lync) / Google hangouts capable)
- 6 outlet power strip with USB charging ports.
- Speakerphone
Conference Rooms in West Lafayette
RHPH 554
- Must be scheduled through the Dean’s office - email pharmacy-deansoffice@purdue.edu
- Seats 24
- Dual 75" flat panel displays
- Videoconferencing system
- Computer
- Connector for laptop
- Speakerphone integrated into the videoconference unit (4-1491)
- This room has a videoconference unit and does not require reservation of the mobile conference unit
RHPH G48
- May be scheduled by College faculty, staff, and graduate students via Exchange/O365 (see above)
- Seats 15
- Projector
- Connection for laptop
- Speakerphone (6-1243)
- Videoconferences require reservation of the mobile conference unit
Available spaces in the PCC
RHPH 277 A, B, C, D and E
- Must be scheduled via Exchange/Office 365 (see above).
- Open to all faculty, staff, and students
- Meetings limited to 2 hours.
- A, C, and E seat 6; B and D seat 4.
- Flat panel display in each room; wireless display with app or HDMI connection
- Whiteboard in each room
- No videoconferencing capability
- When the PCC is reserved for events, these rooms will not be accessible
RHPH 277 F and G
- May be scheduled by College faculty, staff, and graduate students via Exchange/O365 (see above)
- Seats 12 in split configuration or 24 with the divider open.
- 75" flat panel display for each room.
- Wireless display with app or HDMI connection
- Speakerphone
- No longer reservable as two separate spaces.
RHPH 377
- May be scheduled by College faculty, staff, and graduate students via Exchange/O365 (see above)
- Seats 16 - 10 at the table and 6 along the wall.
- 75" flat panel display with wireless display
- Speakerphone with WebEx capability (6-1343)
- This room has its own limited videoconference unit. Please invite IT staff when scheduling videoconferences.
RHPH 277 - PCC Atrium
- Must be scheduled by submitting this reservation form to pharmacy-deansoffice@purdue.edu.
- This large open space should only be used for special college and departmental functions (receptions, open houses, etc.).