On 30 April 2009, the Council of Australian Governments (COAG) agreed to implement an Intergovernmental TelePresence Network to reduce the travel and greenhouse gas emissions associated with meetings between COAG officials, Ministerial Councils and other Commonwealth-State related business. 

A TelePresence site has been established for this purpose on Level 37 of Governor Macquarie Tower (GMT), 1 Farrer Place, Sydney.  This site can only connect with other TelePresence units that are part of the same Commonwealth Government secure network, which includes at least one site in the offices each State and Territory Government.

The system is intended to be used in preference to face-to-face meetings between multiple locations, where travel would otherwise need to occur.  TelePresence should not be used to “upgrade” meetings that would otherwise be held by teleconference.

Booking Meetings

Where NSW wishes to book a meeting via TelePresence, the officer arranging the meeting should provide the following .

• the date of the proposed meeting (bookings should be made well in advance);
• the start and end times of the meeting (please note that meetings are automatically terminated at the designated end time);
• which sites need to be booked for the meeting (please note that the Commonwealth has its own sites in each capital city, in addition to State and Territory Government sites);
• the estimated number and seniority of participants from each jurisdiction; and
• the name, email address and phone number of a contact officer for the meeting.

The Department of Premier and Cabinet (DPC) will request a booking of all of the necessary TelePresence sites through the Commonwealth's central booking system.  In the event that one or more of the required TelePresence sites are unavailable, the contact officer will be notified by reply email that the booking could not be made.  DPC will also provide the contact officer the details of whomever booked the existing meeting.  It is up to the contact officer to negotiate any time changes or ‘bumping' of an existing meeting with the relevant contact for that meeting.  If the booking for the existing meeting is cancelled, DPC can then request again a booking for that time.

Meeting organisers should confirm by email the names of participants attending the GMT site at least 24 hours prior to the meeting and identify any officers requiring building access.

For phone queries regarding bookings, please contact DPC National Reform Unit on ph: 9228 3061.

Issued:  Liz Develin, Director, DPC National Reform Unit
Date: 28 July 2010