Meeting Rooms

Please be advised that the management of meeting rooms falls outside the purview of IDM Directorate Staff. It is the duty of the organizer to ensure the proper setup of the room, including the arrangement of desks and chairs, provision of catering services, and preparation of beverages such as tea and coffee. Additionally, organizers are accountable for restoring the room to its original condition post-event.

For non-UCT staff guests, organizers are required to greet them at the security checkpoint and escort them to the designated meeting room. Access to the meeting room can be facilitated by obtaining the code to the key lockbox situated outside the venue or by acquiring an access card. In areas with controlled access, organizers must personally ensure that all meeting participants are granted entry by being present at the door to admit them, as there is no dedicated staff member stationed there.

If encountering any difficulties with the utilization of the monitors within the meeting room, please refer to the Standard Operating Procedure accessible by clicking HERE. Technical support for meeting rooms is not provided by IDM Directorate staff. Additionally, instructions on accessing keys for the IDM Training Conferencing Centre, IDM Wellness Room (with the key soon to be available in the lockbox outside the venue, currently held by IDM's Operations team), Lekgotla 3A, and Lekgotla 4 Venue keys can be found by clicking HERE.

    The meeting rooms and their facilities are given below:

    This centre is located in WBN, Level 1, N1.04.
    The centre can accommodate 25 attendees, and the state of the art AV infrastructure allows for hybrid conferencing through a fully interactive 86” UHD screen with virtual whiteboard capabilities, allowing hybrid attendees to interact with the screen and fully engage with all meeting participants. The TV has a camera with complete coverage of the room, in addition to an independent room camera with zoom capabilities which can focus on the presenter and allows for close-up equipment demonstrations. Ceiling mics and speakers are present throughout the room to allow for enhanced sound quality. The TV has capability for full meeting recording which captures the audio and visual discussion, as well as all on-screen activity. QR codes are generated for attendees to download meeting recordings. The room has dimmable lights and is soundproofed for optimum meeting capability. This facility is available for all IDM Member Groups, with preference to those hosting specific training and conferencing activities.

    Click HERE to access the monitor Standard Operating Procedures (SOP).
    Click HERE to view venue guidelines.

    Closed

    This room is located in WBN, Level 1, N1.11.5.
    The room serves as a space for mental rest for those experiencing stress and anxiety, to provide facilities for new mothers, or a quiet space for taking medication. The room is designed to be a welcoming, serene and calming space to support the well-being of all those that require it. The room is wheelchair-accessible and located in close proximity to restrooms. It is situated further away from busy offices and laboratories, within a soundproofed room. The facility provides a fridge and freezer unit, first aid and spill kits, sanitizers and gloves.
    The room has a maximum occupancy of one at all times.

    Click HERE to view venue guidelines.

    Closed

    This meeting room seats 15 people and is equipped with a monitor and audio capabilities making it suitable for hybrid meetings. Tea & Coffee facilities are available, and catering can be set up inside this meeting room. This room is on back up power and will remain functional during loadshedding. Please ensure you receive a code to access the keys in the lockbox outside the venue.

    Click HERE to access the monitor Standard Operating Procedures (SOP).
    Click HERE to view venue guidelines.

    Closed

    This meeting room seats 8 people and is NOT equipped with a monitor and audio capabilities, making it suitable for face-to-face meetings only. No Tea & Coffee facilities are available, and catering cannot be set up inside this meeting room. This room is on back up power and will remain functional during loadshedding. This room is in the Directorate Suite which is access controlled. Please dial the appropriate number on the door (using MS Teams) to gain access.

    Click HERE to view venue guidelines.

    Closed

    This meeting room seats 8 people and is equipped with a monitor and audio capabilities making it suitable for hybrid meetings. Tea & Coffee facilities are not available, and catering cannot be set up inside this meeting room. This room is on back up power and will remain functional during loadshedding. This room is inside the shared office space of the South Pavilion which is access controlled. All Full and Associate Members and Fellows have access to this room, alternatively an access card can be collected at the security desk in Wolfson Pavilion.

    Click HERE to view venue guidelines.

    Closed

    This meeting room seats 8 people and is equipped with a monitor and audio capabilities making it suitable for hybrid meetings. Tea & Coffee facilities are not available, and catering cannot be set up inside this meeting room. This room is on back up power and will remain functional during loadshedding. This room is inside the shared office space of the North Pavilion which is access controlled. All Full and Associate Members and Fellows have access to this room, alternatively an access card can be collected at the security desk in Wolfson Pavilion.

    Click HERE to view venue guidelines.

    Closed

    This meeting room seats 30 people and is equipped with a monitor and audio capabilities making it suitable for hybrid meetings. Tea & Coffee facilities are available, and catering can be set up inside this meeting room. This room is on back up power and will remain functional during loadshedding. Please ensure you receive a code to access the keys in the lockbox outside the venue.

    Click HERE to access monitor Standard Operating Procedures (SOP)
    Click HERE to view venue guidelines.

    Closed

    The process for reserving the foyer is distinct from booking meeting rooms. To reserve the foyer, please click HERE.

    Closed

    Other bookable spaces

    In the Directorate suite, Wolfson Pavilion, there are bookable spaces available that are on back up power. This means that an office space or desk space (in a shared office space) can be booked during loadshedding, where one can continue working or have online meetings/small meetings. Kindly note this is an access-controlled area, please dial the appropriate number on the door (using MS Teams) to gain access.

    Room 3.03.06 is a closed office space with two desks. One or both of the desks can be booked to work at during loadshedding, or to host a small meeting. The desk/s can also be booked for visiting professors to have a quiet space to work.

    Closed

    The IDM Directorate suite has 4 desks available in an open-plan office area. One of these desks can be booked to work at during loadshedding, or for visiting postgraduate students/postdoctoral fellows to have a quiet space to work.

    Closed