Book a room

Reserve Ponderosa or Sequoia — picking a day, a start time, and confirming.

The VIC's bookable spaces are the Ponderosa (seats 40, full A/V) and Sequoia (seats 80) conference rooms. Both are open 6:00 AM – 6:00 PM, Monday to Friday, in 60-minute slots.

Before you start
Account
Signed in and Active.
How far ahead
Today plus the next six days.
Slot length
60 minutes for both conference rooms.
Cost
None — rooms are included for tenants.

Step by step

  1. Open Bookings, or use Reserve a Conference Room on the dashboard.
  2. Pick a room and click Book.
  3. Choose a day from the calendar.
  4. Choose a start time. Greyed-out times are already taken or in the past.
  5. Optionally add a title, the number of attendees, and any notes (A/V needs, catering, accessibility).
  6. Click Confirm reservation. You'll land back on Bookings with a confirmation banner and the reservation in My upcoming.
The Ponderosa room page showing the date calendar, available start times, and the reservation form
  1. Pick a day. The calendar opens on the current month; the arrows beside the month name step forward and back. You can book up to six months ahead — days outside that window, and days the room is closed (weekends, for both conference rooms), are greyed out and can't be selected.
  2. Greyed out = already booked, or the time has passed today.
  3. Available — click one to select your start time.
  4. Title is optional. Leave it blank and the room name is used.
  5. Attendees and Notes — the notes reach building staff, so flag A/V or accessibility needs here.
  6. Confirm reservation books it. Nothing is held until you click this.
The bookings page with a green confirmation banner reading 'Booking confirmed'
After confirming, the banner appears and the reservation is listed under My upcoming.

Rooms at a glance

RoomCapacityFeaturesSlots
Ponderosa40Guest Wi-Fi, 4K display + HDMI, conference phone, whiteboard60 min
Sequoia80Guest Wi-Fi, wall display, whiteboard60 min
Every time on a day is greyed out
WhyThe room is fully booked that day, or you're looking at today and the remaining hours have passed. Weekends have no hours at all.
FixTry another day on the calendar, or the other room.
“Couldn't complete booking. Try again.”
WhySomeone else confirmed the same slot a moment before you did. The portal re-checks availability at the instant you confirm.
FixPick another time — the page reloads with current availability.
The Confirm button does nothing
WhyNo start time is selected.
FixClick a time chip first; the selected one darkens.
You need a room for longer than an hour
WhySlots are fixed at 60 minutes.
FixBook consecutive slots, or ask building staff to set the room up for a longer session.