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Frequently Asked Questions

Why was Room Reservation created over the previous process?

The driving goals behind the effort to revamp the process whereby people request conference rooms was:

  1. to more equitably match meeting needs to available resources,
  2. to communicate DGSOM policies for appropriate use, and
  3. to better track utilization of meeting spaces.

Is this an automated process?

Your room reservation request is overseen by an administrator. The system matches your request based on your needs to our available rooms. The final assignment of the available rooms to your request is manually selected based on the availability of the rooms and your meeting requirements.

Who assigns the rooms?

The rooms are assigned by the Office of the Dean based on your meeting requirements, anticipated attendance and the availability of the rooms.

If you have any questions, please contact roomreservation-support@ctrl.ucla.edu.

Why weren't all of my reoccurring meetings scheduled in the same location?

The system will attempt to put your events into the same room whenever possible; however, due to the popularity of the rooms it is very likely that we cannot accommodate every request. In situations where we cannot accommodate your reoccurring request, the system will group your assignment into available rooms during the time that you requested.

When is the Office of the Dean open?

The Office of the Dean is open during working business hours: Monday through Friday from 8:00 am to 5:00 pm. It is closed on the weekends and during government holidays.

Where is the Office of the Dean Front Desk?

It is located in CHS 12-138.

Where and when can I get keys?

Keys to the rooms are located at the Office of the Dean Front Desk (CHS 12-138) and can be picked up during normal business hours (Monday through Friday from 8:00 am to 5:00 pm). Please note that if you have a meeting scheduled outside of normal business hours it is your responsibility to pick up the keys during business hours.

How many rooms are available to reserve?

There are approximately 13 rooms available for reservation. Please see our facilities page for a more detailed listing of our available rooms.

  • Ten rooms available in the Center for Healthsciences
  • One room available in Goldschmied Neuroscience and Genetics Research Center
  • One room available in Macdonald Research Laboratories
  • One room available in Neuroscience Research Building

How far out in advance can I reserve a room?

You can reserve a room for 6 months from the date of the request.

How do I reserve a room?

Click on the link Reserve a Room to start the reservation process.

Is there a fee to reserve a room?

There is no fee to reserve a room; however, do keep in mind that if the rooms are not kept clean and in the same configuration, users/departments will be charged a minimum $100 cleaning fee for failure to comply and may lose the privilege of utilizing these rooms in the future.

If a conference room is left dirty, in disarray, or not in the original configuration by the preceding occupant, immediate notification to the Deanís Office (roomreservation-support@ctrl.ucla.edu) should be made to avoid clean-up charges levied against current occupant.

Deans Office charges for audio visual services

  • Laptop Setup/Strike ($37.50)
  • Event Setup/Staffing ($75 / hour, 1/2 hour minimum charge)
  • Event Recording (estimate provided by DOAVS
  • Video Conference (estimate provided by DOAVS)
  • Web Streaming (estimate provided by DOAVS)

Can I record the meeting? Can it be posted to our departmentís/groupís website?

Your meeting can be recorded or live-streamed and posted on your department's/group's website.

The Dean's Office will use the built in video conferencing system to provide these services for you.

For rooms without a video conferencing system or as an alternative, please contact the Computing Technology Research Laboratory for additional recording/streaming/hosting services.

Can I reserve a room / videoconference in Ronald Reagan Medical Center (RRMC)?

Yes! To make a reservation, please contact: Kathleen Dezeeuw (kdezeeuw@mednet.ucla.edu).

How do I schedule a videoconference?

Are any of the rooms equipped with a personal computer or laptop?

The rooms are not equipped with a personal computer or laptop and must be provided by the individual reserving the room.

How do I cancel an event?

All rooms, except for Gonda, can be cancelled 48 hours prior to the event by logging into your Room Reservation profile and canceling your reservation.

Please notify Gonda three-days prior to your event for any cancellations and email Room Reservation (roomreservation-support@ctrl.ucla.edu) if you had requested video conference support.

Is there a fee to videoconference?

There is no charge to hold a videoconference.

Is there internet provided in the room?

Yes. Both a ethernet port is available and a wireless access point.

Who can I contact with questions?

Please email Room Reservation Support (roomreservation-support@ctrl.ucla.edu) for any questions that you may have.

What is videoconferencing?

Videoconferencing uses video, audio and computing technologies to allow two or more participants in different locations to meet face-to-face and participate as if in the same room.

What is an H323 endpoint?

H323 is the standard for videoconferencing using an IP network. Each system connects by dialing an IP Address or other address schema, rather than using a telephone number.

What is SIP?

SIP or Session Initiation Protocol is a signaling protocol for Internet conferencing, telephony, presence, events notification and instant messaging.

Who can I connect to?

  • Santa Monica Ė UCLA Medical Center & Orthopedic Hospital
  • Harbor-UCLA Medical Center
  • Olive View Ė UCLA Medical Center
  • University of California, Riverside
  • Charles Drew University of Medicine and Science
  • Cedars-Sinai Medical Center
  • VA Greater Los Angeles Healthcare System
  • Nearly any H323 Videoconference Endpoint

How do I schedule a videoconference?

Can I video conference in Ronald Reagan Medical Center (RRMC)?

Yes! To see the room reservation calendar, please visit: http://confroom.mednet.ucla.edu/room/. To make a reservation, please contact: Kathleen Dezeeuw; (kdezeeuw@mednet.ucla.edu).

What if the call disconnects during the videoconference?

The likelihood of a call disconnecting during a videoconference is minimal. However, things do happen. If your call disconnects, please contact:

Audio Visual Helpdesk

Office of the Dean

David Geffen School of Medicine

Phone: 310-206-6914

Email: dgsomAV@mednet.ucla.edu

Is there a fee to videoconference?

There is no charge to hold a videoconference.

Can I record the meeting? Can it be posted to our departmentís/groupís website?

It is possible to record and post a videoconference. When you schedule the videoconference on the Telemedicine website, please indicate that you would like the conference to be recorded.

Do you support iPad videoconferencing?

The iPad uses FaceTime to connect to other MAC devices over Wi-Fi. At this time, iPad does not support the type of videoconferencing capabilities we offer. If you need technical assistance in setting up your iPad for videoconferencing, please contact your departmentís Lead CSC.


 
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