Request a Meeting Link

Need a Microsoft Teams meeting link for your club? We can set one up for you.

What is this service?

Not everyone in the district has a Microsoft 365 account, but clubs still need a way to hold online meetings. The district provides a dedicated meetings account that can create Teams meeting links on your behalf.

You email us the details, we create the meeting, and we send you the link to share with your attendees. There is no cost and no software to install for attendees: anyone with the link can join from a browser.

How to request a meeting link

Send your request to meetings@rotary9660.org.au

Include the details listed below and we will reply with your Teams meeting link.

What to include in your email

To avoid back-and-forth, please include all of the following:

  1. Meeting title - e.g. "Rotary Club of Newcastle Board Meeting"
  2. Date and time - include the timezone if you are unsure (we assume AEST/AEDT)
  3. Expected duration - e.g. 1 hour, 90 minutes
  4. Recurring or one-off - if recurring, let us know the pattern (e.g. "first Tuesday of each month at 7pm")
  5. Your name and club - so we know who to send the link back to

What happens next

  • 1

    You send your request

    Email meetings@rotary9660.org.au with the details above.

  • 2

    We create the meeting

    A member of the IT team creates a Teams meeting under the district meetings account.

  • 3

    You receive the link

    We reply to your email with the Teams meeting link and joining instructions.

  • 4

    Share with your attendees

    Forward the link to your club members. They click the link to join from any browser or the Teams app. No account required.

First time joining a Teams meeting?

See our step-by-step guide on how to join a Teams meeting, including how to allow microphone and camera access in your browser.

Common questions

No. Anyone with the meeting link can join as a guest from their web browser. They do not need a Microsoft account, a Teams licence, or any software installed.

We aim to respond within one business day. If your meeting is urgent (within 24 hours), mention that in the subject line and we will prioritise it.

Yes. Tell us the recurrence pattern (e.g. "every second Wednesday at 6:30pm") and we will set up a recurring meeting. You will receive a single link that works for every occurrence.

If you have a district M365 account, you can create Teams meetings directly from your own calendar. See the Calendar guide for how to schedule a Teams meeting. This service is primarily for clubs and members who do not have an M365 account.

Recording is available but must be started by the meeting organiser (the district meetings account). If you need recording, mention it in your request and we will discuss options.

Need help with something else?

For general IT support, email support@rotary9660.org.au or visit the FAQ.