GCS HERB Level 1 Room Bookings
The Geelong Clinical School is located in the Health, Education and Research Building (HERB), Level 1, 285 Ryrie Street, Geelong.
There are three rooms available for Barwon Health and other Deakin areas to book, dependant on requirements for Medical Student Teaching - which has priority. These rooms are managed by the Geelong Clinical School and aren't on the Barwon Health Network - although you are able to view busy/free times on the Check Availability section below. All other teaching spaces are for Deakin Medical Student Teaching/Training only.
Note: For all HERB Level 2 Room Bookings please contact: CET@BarwonHealth.org.au (see room details and availability for details).
To make a booking, please complete the online booking form. Our administrative team will review your request and be in touch via email and send you a calendar invite to the booking where requested.
Barwon Health
| Room Name | Room Number | Capacity (pre COVID) | Capacity (during COVID restrictions) | Features | Check availability |
|---|---|---|---|---|---|
| Lecture Theatre | Room 1.18 | 174 | 24 + 2 presenters | View room features | View calendar |
| Tutorial Room 1 | Room 1.16 | 30 | 7 | View room features | View calender |
| Tutorial Room 2 | Room 1.15 | 20 | 5 | View room features | View calendar |
Please provide your own whiteboard markers and necessary extra equipment for these rooms.
The Lecture Theatre has absolute capacity 185 if putting chairs along back wall). All exits must be accessible in the event of an emergency. This space has both Deakin and Barwon Health login/access.
Deakin Medical Student Teaching/Training only
| Room name | Room number | Capacity (pre COVID) | Capacity (during COVID restrictions) | Features | Check availability |
|---|---|---|---|---|---|
| Tutorial Room 3 | Room 1.14 | 24 | 4 | View room features | View calendar |
| Tutorial Room 4 | Room 1.13 | 16 | 4 | View room features | View calendar |
| Tutorial Room 5 | Room 1.37 | 30 | 10 | View room features | View calendar |
| Tutorial Room 6 | Room 1.36 | 12 | 4 | View room features | View calendar |
| Briefing Room | Room 1.29 | 8 | 2 | View room features | View calendar |
| Interview Room 1 | Room 1.31 | 2 | 2 | View room features | View calendar |
| Interview Room 2 | Room 1.32 | 2 | 2 | View room features | View calendar |
| Procedure Room | Room 1.24 | 12 | 6 | View room features | View calendar |
| Ward Room | Room 1.23 | 16 | 9 | View room features | View calendar |
HERB Level 2
Training rooms on Level 2 are below, you can view the floor plan here.
Room name | Room number | Capacity | Facilities |
|---|---|---|---|
Training Room 1 | Room 2.13 | 16 + presenters | 34 chairs, 3 large tables |
Training Room 2 | Room 2.14 | 16 + presenters | 34 chairs, 3 large tables |
Note: Training rooms 1 & 2 are to be booked as one space, the bi-fold doors are to remain open. | 32 + presenters | ||
Training Room 3 | Room 2.15 | 16 + presenters | 26 chairs, 3 large tables |
Training Room 4 | Room 2.18 | 20 + presenters | 56 chairs, 5 large tables |
Training Room 5 | Room 2.19 | 2 | Consult Room |
Training Room 6 | Room 2.20 | 2 | Consult Room |
Clinical Simulation Rm | Room 2.25 | 12 + presenters | Hospital beds x4 |
Activities of Daily Living | Room 2.27 | 8 | Mock Kitchen |
Note: All computers are on the Barwon Health Network. L2 surgical masks are required to be worn for meetings/sessions beyond 15 minutes duration.
If you are unfamiliar with the teaching spaces on HERB Level 1 please make another booking prior to your event to ensure you feel confident with the equipment. Or allow more time at the start of your event.
View the internal map.
Please allow time pre and post bookings for any set up, room arrangement that is required.
If you require more furniture than is provided, please email gcsenquiries@deakin.edu.au as we may be able to arrange access to extra furniture.
Please return all rooms to their original state after the event.
Please ensure that at the conclusion of your meeting you return the room to a tidy condition, organising chairs and tables according to the floor plan (which can be found in each room), cleaning whiteboards, removing rubbish and turning off AV equipment. If the room is left in an unsatisfactory condition you will be asked to return and re-set the room appropriately.
During the working week and private study sessions
Anytime during the day/evening (up until midnight) students are able to use the tutorial rooms for private study if they are free. This will not be booked by the admin team and is up to students to manage themselves. At times you may be asked to vacate these spaces as we often get last minute room bookings.
MeDUSA/Committee Meetings/MCQ Sessions
If these are regular scheduled meetings, we can make a recurring booking for these types of requests. These may also need to be moved at times if other teaching/external bookings require these spaces.
Clinical Skills/OSCE Practice Bookings
For each group of Year 3 or Year 4 students, one student rep is required. These group representatives will be responsible for liaising with each other to coordinate room bookings for Clinical Skills/OSCE practice. Then reporting back to their groups re availability.
In the first half of the year priority will be given to our 4th Year students as their examination period is imminent and in the second half our 3rd Year students get priority.
The student rep will be responsible for:
- Booking any equipment required with the Clinical Skills Team.
- Room bookings with reception (only after liaising with the other group reps to ensure fairness of bookings).
- Ensuring rooms are left tidy and any rooms with equipment are locked.
- Returning borrowed equipment to the Clinical Skills Team.
Note: bookings will be displayed outside rooms on the electronic calendars.
Please note: the maximum number of rooms to be booked is 3, the maximum number of hours for bookings is 2 hours and bookings must be made a week in advance.
The booking period starts at 5pm. No room bookings for the purposes of OSCE/clinical skills practice are available during the day. Bookings cannot be made more than a month in advance.
If equipment is required this is to be booked with the Clinical Skills Team at least 3 days in advance (if you want a Monday booking - a week in advance is required). Please go to the CSE office to discuss equipment requirements or email one of the Clinical Skills Educators.
If equipment is used for Clinical Skills/OSCE practice, the rooms need to be locked afterwards. We leave the doors open (with signs on the door saying it is being used by students) we lock the handle (so if you were to close the door you cannot gain access to the room, unless there is someone on the inside). At the end of the session please leave the rooms tidy as there are often bookings made for the next morning. The door should be pulled shut which locks in the equipment safely overnight. It is the student reps responsibility to ensure equipment is returned the following day.
Rooms available to be booked
Room | Capacity |
|---|---|
Briefing Room | 8 |
Interview 1, Interview 2 | 4 |
Tute Room 1 | 30 |
Tute Room 2 | 20 |
Tute Room 4 | 16 |
Tute Room 5 | 30 |
Tute Room 6 | 12 |
Ward Room (available Monday to Thursday only. Locked over weekend) | 16 |
At the start of each teaching year please could the student rep from each group email gcsenquiries@deakin.edu.au with the following details:
- Student name
- Group they represent
- Year level
- Student rep mobile phone number
- Student rep email
We will create a text group and an email group so we can contact you if necessary.
These spaces are managed by the Deakin Digital Services team. An Audio Visual quick reference guide can be found in the rooms, however if you are unsure on how to use the equipment or you have an IT issue on the day there are phones in each room and you can call Deakin IT/AV support and they can remotely access the computer and troubleshoot any problems. Call (03) 5227 8888.
If there is an IT issue with the Barwon Health computers in these spaces please call SWARH on (03) 4215 0099.
Some assistance may be available from Geelong Clinical School staff if they are on site, however we are not IT experts. It is best you come earlier or book a time prior to your booking to ensure you are familiar with the equipment.
There is a small kitchenette outside Room 1 and Room 2 to set up catering if needed. This includes a hot water tap. Please keep this area tidy as it is a public space. This is not stocked with crockery or tea and coffee supplies and you will need to arrange this for your meeting with Barwon Health Food Services or an external caterer of your choice.
If catering is required, please consider this when booking and if you do not wish food to be consumed in the room you have booked, simply use the foyer or book another room for the purpose. There are tables along the wall in the Foyer on the way to the HERB Lecture Theatre which is an ideal space to utilise for catering purposes.
The following caterers have been used in the past for events at the clinical school:
- Steampocket Catering – (03) 5221 0677
- Café Go – (03) 5229 4752
Catering in the surrounding area can be located using Google Maps.
Note: Alcohol is able to be served on the premises however if you are serving alcohol then you will also need to supply food and non-alcoholic drinks. Check the Safe Serving and Use of Alcohol at Barwon Health Functions Guidelines for more information.
Are rooms unlocked?
During business hours (7:30am–5:30pm) most rooms should be unlocked. Please arrive early to allow time to ensure doors are unlocked.
Out of hours bookings may need to loan a key from Barwon Health Building and Property the day before. Call (03) 4215 0911. (Please see Out of Hours Access information).
If during office hours, you find a booked room locked you can also utilise the phone near the main entrance to HERB Level 1 and call security and they can open a room for you. The number for Security is on the phone. Call (03) 4215 2931.
Normal door operating hours
Unlocks at 7.30am
Locks at 5.30pm
If you are organising an out of hours booking you will be asked for information about this when booking.
To arrange for the main entrance sliding doors to the Geelong Clinical School to be open outside of normal hours you need to submit a BEIMS via Barwon Health.
Please instruct participants to enter via the driveway alongside Kitchener House (blue arrows on map below), as Kitchener House is not open after 5:30pm.
Heating and cooling operates from: 6am until 6pm – Mon–Sat.
In the comments section of the BEIMS, please state:
- What time you want the doors open from and what time you wish them to close
- What it is being used for
- Who the booking is for – i.e. who is responsible?
- How many people attending (for fire safety purposes)
- What room(s) you will be using – ensure you add room numbers
- Whether you require air conditioning (cooling) or heating to remain on
Lighting
The lights normally go off at 8.30pm. To increase this by 4 hours you need to click the lights booster buttons by the Fire Warden’s box near the main entrance and across from Tutorial Room 1 (Rm 1.16). See photos below:
There is no parking available for meeting participants so please direct attendees to parking around the area. Parking options can be found on the City of Greater Geelong website.