Schedule an IBX Conference Room

Important: On-site policies are subject to change. For full policy information, refer to our Global IBX Policies.

For no cost, you can reserve a conference room to conduct business at an Equinix IBX location.

Note: The availability and capacity of conference rooms may vary by IBX location.

To schedule a conference room:

  1. From the Orders and Tickets menu in the Customer Portal, select Conference Room.

  2. On the Conference Room screen, under Location, select the IBX data center where you want to host a meeting.

    Once you select a location, the screen displays the location details (including the street address, hours of operation, and a link to a map of the surrounding area).

  3. Under Conference Room Details, select the date for your meeting (using the IBX's local time zone).

  4. Click View All Rooms to see the rooms available at the IBX, and the seating capacity for each room.

    A 24-hour timeline shows the available time slots that day (available times are shown in white; unavailable times are shown in gray). The room capacity is shown below the timeline.

  5. On the Conference Room Availability window:

    1. Select a room.

    2. On the timeline, click the time slot for your meeting. Your selected time is shown in blue.

      Tip: To increase or decrease your reserved time, use your mouse to grab the edge of the blue shaded area and drag it left or right. The meeting duration can be from 30 minutes to 2 hours.

    3. Click Select.

  6. Under Select a Host, you are the meeting host by default. Optionally, you can select a different user as the host (by searching for their name or email address, or using the User Directory).

  7. Under Attendees, add everyone who will attend the meeting (minimum=1, maximum=room capacity).

    Important: All attendees must show a government-issued photo ID to enter an IBX. For more information, see Visiting an IBX.

    • To find a contact by name or email address, use the Search box. In the search results, click the person's name to add them to the attendee list.

    • For additional search/filter options, or to add multiple users, click User Directory. Then you can use the search box, sort the columns, and/or use the filters at the top. Click the checkbox for the chosen contact(s) and click Done.

      Tip: For frequently used contacts, click the star beside the name. Then you can use the Favorites filter (at the top) to quickly find these contacts.

    • To add someone who doesn't have a Customer Portal account (such as a vendor), click Add a non-listed attendee. Add their contact details and click Add.

      Important: Be sure to include an accurate email address and/or mobile phone number for the non-listed attendee. This information is used to send a unique QR code to the attendee. (The attendee will use the QR code for check-in at the IBX. For details, see Show Your QR Code at Security.)

    Tip: For each visitor you added, you can click the arrow beside their name to view their permissions and account status.

  8. Under Additional Information and File Attachment:

    1. Use Additional Details to add any other information you want communicated to the IBX staff. Include any special requests such as food, drinks, AV equipment, or special seating arrangements.

    2. Use Upload File(s) to add any relevant attachments to your request.

      • Add up to 5 files.

      • The maximum size for each file is 2MB.

      • The files can be any of the following formats: bmp, jpg, jpeg, gif, png, tif, tiff, txt, doc, docx, xls, xlsx, ppt, pps, ppsx, pdf, vsd, and vsdx.

      Your attachments are sent to the IBX on-site staff.

  9. Enter Customer Reference Information. Many companies have an internal ticketing system to track issues or track items ordered from Equinix. This field provides a place to enter your internal reference information, such as P.O. numbers, ticket numbers, or descriptive text.

    Tip: This information can be searched for on the Orders and Tickets History screen, and will also appear on any related invoices.

  10. Under Add Contact Information, you are listed as the Ordering Contact and the Notification Contact. Optionally, you can add more Notification Contacts.

    Note:

    • Notification Contacts receive email notices about the status (and pricing, if applicable) of the ticket.

    • To remove a Notification Contact from the ticket, click the .

  11. Click Submit.

Important: Carefully read the IBX Visit Safety Rules & Precautions, and share this information with the other visitors listed on the ticket.