Real-time Automatic Meeting Room Reservation Based on the Number of Actual Participants

• US 20160180259A1
• Filed: 02/26/2016
• Published: 06/23/2016
• Est. Priority Date: 04/29/2011
• Status: Active Grant

• Current Assignee: Crestron Electronics Incorporated
• Original Assignee: Crestron Electronics Incorporated
• Inventors: Marianko, Glen, Seferian, Ara, Leerentveld, Toine, Jackson, Daniel, Hanson, Adam
• Granted Patent: US 10,692,020 B2
• Time in Patent Office: Days
• US Class Current: 1/1
• CPC Class Codes: G06Q 10/02 Reservations, e.g. for tickets, services or events
• CPC Class Codes: H04L 12/1818 Conference organisation arrangements, e.g. handling schedules, setting up parameters needed by nodes to attend a conference, booking network resources, notifying involved parties
• CPC Class Codes: H04L 51/043 using or handling presence information
• CPC Class Codes: H04L 65/1069 Session establishment or de-establishment
• CPC Class Codes: H04L 65/4038 with floor control
• CPC Class Codes: H04L 67/10 in which an application is distributed across nodes in the network software deployment G06F8/60; multiprogramming arrangements G06F9/46
• CPC Class Codes: H04N 7/147 Communication arrangements, e.g. identifying the communication as a video-communication, intermediate storage of the signals selecting H04Q
• CPC Class Codes: H04N 7/15 Conference systems

Abstract

System and method for scheduling a meeting room includes accepting information defining a meeting type, which is associated with at least one preset resources. The method further includes displaying at least one preset parameter based on the meeting type including email address of attendees, receiving preset information from the at least one displayed preset parameter, automatically identifying and reserving a first room that is associated with a maximum capacity number by communicating with a scheduling server the availability of the at least one preset resources based on the received preset information, notifying the organizer of the first room, detecting a number of attendees physically presence in the first room during an attendance time period by utilizing at least one sensor, and sending at least one command to control at least one of the associated preset resources in response to a start time and end time.

Claims

1. A system to schedule a meeting room, comprising:

(a) at least one processor;

(b) a memory;

(c) at least one data storage device operably associated with the memory and the at least one processor;

(d) at least one communication interface operably associated with the at least one processor and memory, the at least one communication interface being configured to enable communication between the information handling system and one or more user communication devices; and

(e) at least one program of instructions stored in the memory and being executable in the processor, the program of instructions being operable to, (i) accept information defining a meeting type, the meeting type being associated with at least one preset resources including a presentation capture device;

(ii) display at least one preset parameter based on the meeting type including email address of attendees;

(iii) receive preset information from the at least one displayed preset parameter, the preset information including a start time, an end time, and a number of attendees invited by an organizer;

(iv) automatically identify and reserve a first room that is associated with a maximum capacity number by communicating with a scheduling server the availability of the at least one preset resources based on the received preset information;

(v) notify the organizer of the first room;

(vi) detect a number of attendees physically presence in the first room during an attendance time period by utilizing at least one sensor; and

(vii) send at least one command to control at least one of the associated preset resources in response to the start time and end time, wherein the at least one preset parameter includes a recording profile, the preset information includes a preconfigured recording profile, the preconfigured recording profile includes at least one AV workflow function, the at least one AV workflow function includes an encoding profile, and the encoding profile includes a video CODEC preset parameter, a resolution preset parameter and a video bitrate preset parameter.

2. The system of claim 1, wherein the at least one program of instructions further comprising:

(a) if the number of detected attendees physically presence in the first room exceeds or less than the first room maximum capacity number by a configurable tolerance number, identify a second room in real-time based on the preset information, the second room is associated with a maximum capacity number; and

(i) if the second room is available, notify the organizer of the availability of the second room and request an acceptance or rejection of the second room; and

(ii) receive a response from the organizer as to the acceptance or rejection of the second room;

(1) if the organizer accepts the second room, reserve the second room and cancel the first room and notify the organizer that the second room has been reserved and the cancellation of the first room; and

(2) if the organizer rejects the second room, maintain the reservation of the first room and notify the organizer that the reservation of the first room is maintained;

(b) if the second room is not available, notify the organizer that there are no other alternative rooms.

3. The system of claim 2, wherein the configurable tolerance number is set by the organizer.

4. The system of claim 3, wherein the configurable tolerance number is five more or five less than the first room maximum capacity number.

5. The system of claim 2, wherein identify the second room in real-time based on the preset information includes match as close as possible the second room maximum capacity number to the detected invitees.

6. The system of claim 2, wherein each of the maximum capacity number of the first room and second room is a maximum number of seats available in each room, respectively.

7. The system of claim 1, wherein the number of attendees invited by the organizer is the number of attendees accepting a meeting invite.

8. The system of claim 1, wherein the attendance time period is a configurable time that is prior to the start of the meeting time and after the start of the meeting time.

9. The system of claim 8, wherein the configurable time is five minutes prior to the start time and five minutes after the start time.

10. The system of claim 1, wherein the at least one sensor includes at least one of the following thermal images, facial recognition, optical sensor, global positioning system, and pressure sensor.

11. The system of claim 1, wherein automatically identify and reserve a first room that is associated with a maximum capacity number includes match as close as possible the first room maximum capacity number to the number of attendees invited by the organizer.

13. The method of claim 10, further comprising:

(a) if the number of detected attendees physically presence in the first room exceeds or less than the first room maximum capacity number by a configurable tolerance number, identifying a second room in real-time based on the preset information, the second room is associated with a maximum capacity number; and

(i) if the second room is available, notifying the organizer of the availability of the second room and requesting an acceptance or rejection of the second room; and

(ii) receiving a response from the organizer as to the acceptance or rejection of the second room;

(1) if the organizer accepts the second room, reserving the second room and canceling the first room and notifying the organizer that the second room has been reserved and the cancellation of the first room; and

(2) if the organizer rejects the second room, maintaining the reservation of the first room and notifying the organizer that the reservation of the first room is maintained;

(b) if the second room is not available, notifying the organizer that there are no other alternative rooms.

14. The method of claim 13, wherein the configurable tolerance number is set by the organizer.

15. The method of claim 14, wherein the configurable tolerance number is five more or five less than the first room maximum capacity number.

16. The method of claim 13, wherein identifying the second room in real-time based on the preset information includes matching as close as possible the second room maximum capacity number to the detected invitees.

17. The method of claim 13, wherein each of the maximum capacity number of the first room and second room is a maximum number of seats available in each room, respectively.

18. The method of claim 13, wherein the number of attendees invited by the organizer is the number of attendees accepting a meeting invite.

12. A method for scheduling a meeting room, comprising:

(a) accepting information defining a meeting type, the meeting type being associated with at least one preset resources including a presentation capture device;

(b) displaying at least one preset parameter based on the meeting type including email address of attendees;

(c) receiving preset information from the at least one displayed preset parameter, the preset information including a start time, an end time, and a number of attendees invited by an organizer;

(d) automatically identifying and reserving a first room that is associated with a maximum capacity number by communicating with a scheduling server the availability of the at least one preset resources based on the received preset information;

(e) notifying the organizer of the first room;

(f) detecting a number of attendees physically presence in the first room during an attendance time period by utilizing at least one sensor; and

(g) sending at least one command to control at least one of the associated preset resources in response to the start time and end time, wherein the at least one preset parameter includes a recording profile, the preset information includes a preconfigured recording profile, the preconfigured recording profile includes at least one AV workflow function, the at least one AV workflow function includes an encoding profile, and the encoding profile includes a video CODEC preset parameter, a resolution preset parameter and a video bitrate preset parameter.

19. The method of claim 12, wherein the attendance time period is a configurable time that is prior to the start of the meeting time and after the start of the meeting time.

20. The method of claim 19, wherein the configurable time is five minutes prior to the start time and five minutes after the start time.

21. The method of claim 12, wherein the at least one sensor includes at least one of the following thermal images, facial recognition, optical sensor, global positioning system, and pressure sensor.

22. The method of claim 12, wherein automatically identifying and reserving a first room that is associated with a maximum capacity number includes match as close as possible the first room maximum capacity number to the number of attendees invited by the organizer.