Rules for booking and using meeting rooms, pods, touchdown seats and conversation rooms in ANA Futura
There are several different meeting areas in ANA Futura. On this page, we have gathered which possibilities are offered and which rules apply to all room options.
Meeting rooms
The meeting rooms are dedicated for staff working within ANA Futura.
What applies to external users/visitors?
- Staff from outside of ANA Futura are allowed to stay in our meeting rooms, but this requires that at least one person physically localized in ANA Futura host the meeting and also participate.
- In addition to this, there are persons/groups that have an agreement with ANA Futura to use the meeting rooms and they are excluded from this rule.
Educational activities with students is NOT allowed
- Educational activities with students (such as exams, courses, examinations) is not allowed in ANA Futura's meeting rooms. There are bookable lecture rooms in TimeEdit intended for student teaching on Campus. This applies to everyone, regardless of whether you are localized in ANA Futura's premises or if you have an agreement to use the meeting rooms.
- There are special rules for organizing events in ANA Futura: Events in the lunch- or meeting rooms in ANA Futura.
How are the meeting rooms booked?
The meeting rooms are booked in the Outlook calendar or spontaneously on the screen outside the room.
Important information when booking meeting rooms!
- Meetings only
The meeting rooms should only be used for meetings, not as an office.
- Choose a meeting room based on the number of meeting participants
Choose a meeting room based on the number of estimated meeting participants. In the name of each meeting room, the number of seats available is indicated.
- Check in on the screen
Don't forget to check in on the screen when you arrive at the room (you have 10 minutes to check in from the start time), otherwise the room will be canceled and can then be booked by others in Outlook or on screen.
- Make sure the meeting room accepts your booking
When you book the meeting room, don't forget to ensure that you get an email that the room accepts your reservation. If the room declines, someone else has managed to book the room before you. Important to note is that even if the room declines, the room booking remains in your outlook calendar. The fact that the meeting room is specified in your outlook booking is not a confirmation that the room has been booked, only the email from the room guarantees that the booking is complete. The person who has received an email that the room has accepted the booking is the one who can use the room.
- Remember to leave the room nice and tidy!
The meeting rooms must be nice and tidy before you leave.
Pods
The pods are dedicated for staff working within ANA Futura.
What applies to external users/visitors?
External visitors can use the pods if an ANA Futura employee is in the meeting/conversation.
What applies to meetings/conversations in the pods?
- The pods should only be used for shorter meetings/conversations, not as an office.
- Choose a pod based on the number of meeting participants.
- The pods are left nice and tidy.
Can a pod be booked?
No. Pods are used spontaneously and cannot be booked.
Touchdown seats
- The touchdown seats are intended for guests, bachelor and master students who are here for a shorter period (from days to 6-9 months) and do not have their own office space.
- Staff/employees who have their own office space must primarily use their space, but can use available touchdown seats for shorter periods if there is a need to sit alone for a limited time. The seat must always be cleaned at the end of the day and no personal items may be left behind.
What applies to external users/visitors?
The touchdown seats are mainly for external users/visitors.
Can a touchdown seat be booked?
- No. The touchdown seats are used spontaneously and cannot be booked.
- A touchdown seat may be used for a maximum of one day by guests/bachelor and master students. At the end of the day, no personal items may be left behind. The desk must be cleaned if a new person wants to use the desk the next day.
About the food
If you want to eat, please use the coffee room or lunch room.
Storage of personal items
Locked cabinets
When sitting at a touchdown seat, never leave your valuables (computer, bags, etc) unattended.
If you need to leave your touchdown seat anytime during the day, you can put your valuables in a lockable cabinet. Use your KI Access card to lock the cabinet. It can only be used for 10 hours, after that it will be unlocked automatically.
For outdoor cloths and larger bags, we recommend using the locked cabinets in the changing rooms on floor 5 (a 12-hour rule apply there).
Conversation rooms
The conversation rooms are dedicated for staff working within ANA Futura.
What applies to external users/visitors?
External users/visitors should primarily use the touchdown seats. The conversation rooms may be used for telephone calls, for example, but they may not be used as a workplace.
What can the conversation rooms be used for?
- The conversation rooms are primarily to be used for; telephone calls, digital meetings, shorter meetings and hybrid meetings.
- The conversation rooms may not be used as an office.
Can a conversation room be booked?
No. The conversation rooms are used spontaneously and cannot be booked.