Conference reservation publishing system and conference room allocation method
By designing a conference appointment release system, using semantic matching and dynamic scheduling modules, the problem of inefficient management caused by meeting timeouts is solved, intelligent conference room resource allocation and secondary allocation is realized, and conference management efficiency and collaboration efficiency are improved.
Patent Information
- Application Number
- CN202510474980.7
- Authority / Receiving Office
- CN · China
- Patent Type
- Applications(China)
- Current Assignee / Owner
- Filing Date
- 2025-04-16
- Publication Date
- 2025-08-15
- Estimated Expiration
- Not applicable · inactive patent
AI Technical Summary
The existing conference room management system lacks intelligent dynamic redistribution strategies when meeting timeouts, resulting in meeting delays and collaboration efficiency declines, and traditional manual processing is inefficient.
A conference reservation and release system is designed, including conference reservation module, conference room data storage module, conference room allocation module and dynamic scheduling module. Through semantic matching, time window conflict detection and priority parameters, intelligent allocation and secondary allocation of conference rooms are realized.
It realizes timely adjustment of conference room resources when meetings are overtime, ensures the normal progress of subsequent meetings, improves the efficiency and collaboration efficiency of conference management, and reduces manual intervention.
Smart Images
Figure CN120494138A_ABST
Abstract
Description
Technical Field
[0001] The present invention relates to the technical field of conference room processing, and in particular to a conference reservation publishing system and a conference room allocation method. Background Art
[0002] The conference reservation information release system project stems from the urgent need of modern organizations for efficient and convenient conference room resource management. As organizations expand and meeting demands increase, conference room resources are becoming increasingly scarce. Traditional conference room management methods, such as manual registration and telephone reservations, no longer meet the needs of modern organizations for efficient and convenient conference room resource management. Current systems rely on manual screening or simple rules to allocate conference rooms, lacking in-depth analysis of the semantics of meeting topics. Meetings often exceed their scheduled time due to the sheer volume of tasks to be handled, making rescheduling for other times relatively cumbersome. When a conference room is occupied beyond its scheduled time, existing technologies rely solely on manual intervention or simple notification mechanisms, lacking intelligent dynamic reallocation strategies. Surveys show that meeting delays due to conference room conflicts average 23 minutes, and 52% of conflicts require manual remediation. Existing algorithms fail to incorporate factors such as meeting importance and the compatibility of alternative resources. This results in low-priority meetings crowding out high-value time slots or forcing meetings to be split, reducing collaboration efficiency.
[0003] Based on the above problems, there is an urgent need for a method that can handle and adjust the reservation timeout when the conference room is occupied in time, so as to ensure that the meetings in the conference room and other conference rooms can proceed normally and orderly. Summary of the Invention In view of the fact that the current conference room allocation system is prone to processing paralysis due to the conference room occupancy time exceeding the time limit, the present application provides a conference reservation publishing system and a conference room allocation method to solve the above problem.
[0004] A conference reservation publishing system, comprising: Meeting reservation module: users enter the meeting topic, number of participants, meeting duration and priority parameters through the reservation interface, and generate a reservation request including time window constraints; Conference room data storage module: The conference room resource library module stores the spatial attribute data of all conference rooms, including capacity, equipment configuration, theme adaptation tags and real-time occupancy status; Conference room allocation module: Generates an initial allocation plan based on the semantic match between the conference theme keywords in the reservation request and the conference room theme adaptation tags, the difference between the number of participants and the conference room capacity, and the time window conflict detection results; Dynamic Scheduling Module: monitors the occupancy status of allocated conference rooms in real time. When a conference room is detected to have exceeded its occupancy limit, it triggers a secondary allocation strategy and generates a redistribution instruction based on the remaining available conference room resources and the priority parameters of the meeting to be allocated. Conflict detection and processing module: During the dynamic scheduling process, if the requirements of the allocated meeting cannot be met due to insufficient resources, an interactive notification containing alternative time periods and adjustment suggestions will be pushed to the user.
[0005] Adopting the above technical solution: the above solution provides a conference appointment publishing system, which can input the meeting topic, meeting duration and number of meeting people input by the user and allocate the corresponding conference room. When a conference room times out, it can realize secondary allocation of the conference room based on the collected data to prevent the progress of all subsequent meetings from being affected by the timeout of a certain meeting.
[0006] Preferably, the conference room allocation module has a built-in conference room matching algorithm, and the formula of the conference room matching algorithm is: ; Among them, S represents the matching score between the conference room and the meeting request, is the cosine similarity between the conference theme keyword vector and the conference room theme label vector, N is the number of participants, C is the number of people that the conference room can accommodate, is the difference between the current time and the meeting time, 、 、 is the weight coefficient, and ; is the time decay factor.
[0007] Adopting the above technical solution: the above solution can calculate the matching scores of each conference room based on the conference theme, number of participants, time difference of participants and weight coefficients of various influencing factors, and obtain the conference room with the highest score as the matching conference room, which can meet the requirements of conference number, theme and duration.
[0008] Further preferably, the secondary allocation strategy of the dynamic scheduling module includes: Retrieve the remaining occupancy time of the conference room and the expected duration of the meeting to be assigned , If there is a satisfying If there is a conference room with matching capacity, the conference room is directly matched; otherwise, the to-be-allocated conference is split into multiple sub-conferences, and the minimum time loss is calculated based on the minimum time loss formula, which is: , in, is the number of divisible conference rooms, For the Available meeting room time.
[0009] Adopting the above technical solution: the above technical solution can realize the timeout of the previous conference room occupancy, and can implement an emergency secondary allocation strategy based on the occupancy time, splitting the to-be-allocated meeting into multiple sub-meetings, so that the meeting can be carried out in an orderly manner.
[0010] Further preferably, the priority parameter is generated by a multi-dimensional weighted model: ; in, is the department weight, different departments have different weights, The initiator's professional title coefficient, The number of times the department has used the conference room in the past 30 days. It is the normalized weight obtained through training of historical scheduling data.
[0011] Adopting the above technical solution: This application can realize the corresponding analysis of the weight of occupied meetings based on the participating departments, the initiator's title and the number of times the department has used the conference room in the past 30 days, ensuring that important meetings can get better allocation of conference room resources.
[0012] Further preferably, each conference room in the conference room resource library is equipped with an Internet of Things sensor network to collect the following data in real time: infrared sensing data of personnel density, electronic door lock switch status timestamp, projector / audio equipment operating status, and air quality and temperature and humidity parameters; the data is used to dynamically correct the actual occupancy time prediction value of the conference room.
[0013] Adopting the above technical solution: The above solution collects various data of the conference room and participants by setting corresponding sensors in each conference room. There is no need for corresponding staff to upload data, and it can automatically collect data and dynamically adjust the meeting.
[0014] Further preferably, the conference reservation module includes: Meeting reservation function: supports visual query based on date and meeting room status, allowing users to select a time period and submit a reservation application including meeting type, participants and confidentiality measures; Meeting approval function: pushes appointment information to the approver's account, triggers the notification process after approval, and releases meeting room resources if rejected; My Meeting function: allows participants to view and cancel meetings that have not started.
[0015] Adopting the above technical solution: the meeting reservation module includes a meeting reservation function that allows participants to reserve meetings in advance and upload data such as meeting type and participants, and is equipped with meeting approval and corresponding meeting viewing functions.
[0016] A conference room allocation method, applied to a conference reservation publishing system as described in any one of the above, comprising: S1: The user enters the meeting topic, number of participants, meeting duration, and priority parameters through the reservation interface, and generates a reservation request including a time window constraint; S2: Generate an initial allocation plan based on the semantic matching degree between the conference theme keywords in the reservation request and the conference room theme adaptation tags, the difference between the number of participants and the conference room capacity, and the time window conflict detection results; S3: Monitor the occupancy status of allocated conference rooms in real time. When a conference room is detected to have exceeded its occupancy limit, a secondary allocation strategy is triggered based on the remaining available conference room resources and the priority parameters of the meeting to be allocated, and a redistribution instruction is generated. S4: During the dynamic scheduling process, if the requirements of the allocated meeting cannot be met due to insufficient resources, an interactive notification containing alternative time periods and adjustment suggestions will be pushed to the user.
[0017] Further preferably, the method for generating the topic adaptation tag includes: S201: Perform natural language processing on historical meeting records to extract high-frequency keywords to form an initial tag set; S202: Calculate the semantic relevance of each tag with the conference room name and equipment configuration using the Word2Vec model; S203: Clustering tags with a correlation greater than a threshold of 0.7 to form a hierarchical tag tree.
[0018] Adopting the above technical solution: the above solution can realize generating corresponding meeting labels based on recording the meeting language.
[0019] More preferably, the weight coefficient The dynamic adjustment method is: When the system detects that the error rate of topic matching exceeds 15% for three consecutive times, it will automatically increase Value 5%; When the standard deviation of capacity utilization is less than 10%, reduce the B value by 3%; After each scheduling is completed, the γ value is updated according to the user feedback score.
[0020] Adopting the above technical solution: The above solution can realize dynamic optimization of the conference room matching algorithm. When corresponding matching errors occur during the matching process or the corresponding optimal matching is not performed, the various full-pass coefficients will be dynamically adjusted.
[0021] Further preferably, the interactive notification includes the following optional operations: Accepting the system-recommended postponement time period, applying for an emergency channel to forcibly occupy the meeting room, initiating a multi-party video conferencing alternative, and submitting reasons for appeal triggers the manual review process.
[0022] Adopt the above technical solution: The above solution further extends the corresponding functions to include occupying the conference room, replacing the on-site meeting function with video conferencing, etc. BRIEF DESCRIPTION OF THE DRAWINGS
[0023] In order to more clearly illustrate the technical solutions in the embodiments of the present application, the following briefly introduces the drawings required for use in the embodiments. Obviously, the drawings described below are only some embodiments of the present application. For ordinary technicians in this field, other drawings can be obtained based on these drawings without creative work.
[0024] Figure 1 A block diagram of the conference reservation publishing system for this application; Figure 2 This is a flow chart of the conference room allocation method for this application. DETAILED DESCRIPTION
[0025] In the following description, specific details such as specific system structures and techniques are provided for purposes of illustration rather than limitation to facilitate a thorough understanding of the embodiments of the present application. However, it will be apparent to those skilled in the art that the present application may be implemented in other embodiments without these specific details. In other cases, detailed descriptions of well-known systems, devices, circuits, and methods are omitted to avoid obscuring the description of the present application with unnecessary detail.
[0026] It should be understood that when used in the present specification and the appended claims, the term "comprising" indicates the presence of described features, integers, steps, operations, elements and / or components, but does not preclude the presence or addition of one or more other features, integers, steps, operations, elements, components and / or collections thereof.
[0027] See also Figure 1-Figure 2 For example, the existing conference reservation publishing system is prone to timeout due to the large amount of conference content. If the conference is stopped in time, rescheduling will waste a lot of time. If the conference is not stopped in time, it will affect the progress of other subsequent meetings. Based on the above problems, this application provides a conference reservation publishing system, including: Meeting reservation module: users enter the meeting topic, number of participants, meeting duration and priority parameters through the reservation interface, and generate a reservation request including time window constraints; Conference room data storage module: The conference room resource library module stores the spatial attribute data of all conference rooms, including capacity, equipment configuration, theme adaptation tags and real-time occupancy status; Conference room allocation module: Generates an initial allocation plan based on the semantic match between the conference theme keywords in the reservation request and the conference room theme adaptation tags, the difference between the number of participants and the conference room capacity, and the time window conflict detection results; Dynamic Scheduling Module: monitors the occupancy status of allocated conference rooms in real time. When a conference room is detected to have exceeded its occupancy limit, it triggers a secondary allocation strategy and generates a redistribution instruction based on the remaining available conference room resources and the priority parameters of the meeting to be allocated. Conflict detection and processing module: During the dynamic scheduling process, if the requirements of the allocated meeting cannot be met due to insufficient resources, an interactive notification containing alternative time periods and adjustment suggestions will be pushed to the user.
[0028] It is worth mentioning that this solution provides a conference reservation publishing system. The conference reservation module can realize the input of various data for the meeting, and the conference room data storage module can realize the storage of various data for the meeting. It can match the corresponding initial conference room based on the reservation data entered by the participants. When a conference room is occupied for a timeout, the dynamic adjustment module can realize dynamic adjustment of the conference room based on the occupancy situation to ensure that subsequent meetings can proceed normally and orderly.
[0029] The conference room allocation module has a built-in conference room matching algorithm, and the formula of the conference room matching algorithm is: , Among them, S represents the matching score between the conference room and the meeting request, is the cosine similarity between the conference theme keyword vector and the conference room theme label vector, N is the number of participants, C is the number of people that the conference room can accommodate, is the difference between the current time and the meeting time, 、 、 is the weight coefficient, and ; is the time decay factor. It's worth noting that the above solution can calculate the matching scores for each conference room based on the meeting theme, number of attendees, time difference between attendees, and the weight coefficients of various influencing factors. The conference room with the highest score is selected as the matching conference room, which can meet the requirements of meeting number, theme, and duration.
[0030] The secondary allocation strategy of the dynamic scheduling module includes: Retrieve the remaining occupancy time of the conference room and the expected duration of the meeting to be assigned , If there is a satisfying If there is a conference room with matching capacity, the conference room is directly matched; otherwise, the to-be-allocated conference is split into multiple sub-conferences, and the minimum time loss is calculated based on the minimum time loss formula, which is: , in, is the number of divisible conference rooms, For the Available meeting room time.
[0031] It is worth mentioning that in the above solution, when the conference room is occupied for a timeout, if it does not exceed the remaining occupancy time, the conference room can be directly matched. When the remaining occupancy time is exceeded, the conference room to be allocated will be divided into multiple sub-conferences, and the corresponding minimum time loss will be calculated. When the previous conference room is occupied for a timeout, an emergency secondary allocation strategy based on the occupancy time can be implemented to split the conference to be allocated into multiple sub-conferences, so that the meeting can be carried out in an orderly manner.
[0032] The priority parameters are generated through a multi-dimensional weighted model: , in, is the department weight, different departments have different weights, The initiator's professional title coefficient, The number of times the department has used the conference room in the past 30 days. It is the normalized weight obtained through training of historical scheduling data.
[0033] It is worth mentioning that this application can analyze the weight of occupied meetings based on the participating departments, the initiator's title and the number of times the department has used the conference room in the past 30 days, ensuring that important meetings can get better allocation of conference room resources.
[0034] Each conference room in the conference room resource library is equipped with an IoT sensor network to collect the following data in real time: infrared sensing data on personnel density, electronic door lock switch status timestamp, projector / audio equipment operating status, and air quality and temperature and humidity parameters; the data is used to dynamically correct the actual occupancy time prediction value of the conference room.
[0035] It is worth mentioning that the above solution collects various data of the conference room and participants by setting up corresponding sensors in each conference room. There is no need for corresponding staff to upload data, and it can automatically collect data and dynamically adjust the meeting.
[0036] The conference reservation module includes: Meeting reservation function: supports visual query based on date and meeting room status, allowing users to select a time period and submit a reservation application including meeting type, participants and confidentiality measures; Meeting approval function: pushes appointment information to the approver's account, triggers the notification process after approval, and releases meeting room resources if rejected; My Meeting function: allows participants to view and cancel meetings that have not started.
[0037] The meeting reservation module includes a meeting reservation function that allows participants to reserve meetings in advance and upload data such as meeting type and participants, and is equipped with meeting approval and corresponding meeting viewing functions.
[0038] A conference room allocation method, applied to a conference reservation publishing system as described in any one of the above, comprising: S1: The user enters the meeting topic, number of participants, meeting duration, and priority parameters through the reservation interface, and generates a reservation request including a time window constraint; S2: Generate an initial allocation plan based on the semantic matching degree between the conference theme keywords in the reservation request and the conference room theme adaptation tags, the difference between the number of participants and the conference room capacity, and the time window conflict detection results; S3: Monitor the occupancy status of allocated conference rooms in real time. When a conference room is detected to have exceeded its occupancy limit, a secondary allocation strategy is triggered based on the remaining available conference room resources and the priority parameters of the meeting to be allocated, and a redistribution instruction is generated. S4: During the dynamic scheduling process, if the requirements of the allocated meeting cannot be met due to insufficient resources, an interactive notification containing alternative time periods and adjustment suggestions will be pushed to the user.
[0039] The method for generating the topic adaptation tag includes: S201: Perform natural language processing on historical meeting records to extract high-frequency keywords to form an initial tag set; S202: Calculate the semantic relevance of each tag with the conference room name and equipment configuration using the Word2Vec model; S203: Clustering tags with a correlation greater than a threshold of 0.7 to form a hierarchical tag tree.
[0040] The above solution can generate corresponding meeting labels based on the recording of the meeting language.
[0041] The weight coefficient The dynamic adjustment method is: When the system detects that the error rate of topic matching exceeds 15% for three consecutive times, it will automatically increase Value 5%; When the standard deviation of capacity utilization is less than 10%, reduce the B value by 3%; After each scheduling is completed, the γ value is updated according to the user feedback score.
[0042] The above solution can realize dynamic optimization of the conference room matching algorithm. When corresponding matching errors occur during the matching process or the corresponding optimal matching is not performed, the various full-pass coefficients will be dynamically adjusted.
[0043] The interactive notification includes the following optional operations: Accepting the system-recommended postponement time period, applying for an emergency channel to forcibly occupy the meeting room, initiating a multi-party video conferencing alternative, and submitting reasons for appeal triggers the manual review process.
[0044] Adopt the above technical solution: The above solution further extends the corresponding functions to include occupying the conference room, replacing the on-site meeting function with video conferencing, etc.
[0045] Unless otherwise specified, the device components involved in the above embodiments are all conventional device components, and the connection methods and control methods involved are all conventional connection methods and control methods unless otherwise specified.
[0046] The present invention has been described in detail above with reference to the embodiments. However, those skilled in the art will appreciate that, without departing from the spirit of the present invention, the specific parameters in the above embodiments may be modified to form multiple specific embodiments, which are all within the common variation range of the present invention and will not be described in detail here.
Claims
1. A conference reservation publishing system, characterized in that: include: Meeting reservation module: users enter the meeting topic, number of participants, meeting duration and priority parameters through the reservation interface, and generate a reservation request including time window constraints; Conference room data storage module: The conference room resource library module stores the spatial attribute data of all conference rooms, including capacity, equipment configuration, theme adaptation tags and real-time occupancy status; Conference room allocation module: Generates an initial allocation plan based on the semantic match between the conference theme keywords in the reservation request and the conference room theme adaptation tags, the difference between the number of participants and the conference room capacity, and the time window conflict detection results; Dynamic Scheduling Module: monitors the occupancy status of allocated conference rooms in real time. When a conference room is detected to have exceeded its occupancy limit, it triggers a secondary allocation strategy and generates a redistribution instruction based on the remaining available conference room resources and the priority parameters of the meeting to be allocated. Conflict detection and processing module: During the dynamic scheduling process, if the requirements of the allocated meeting cannot be met due to insufficient resources, an interactive notification containing alternative time periods and adjustment suggestions will be pushed to the user.
2. A conference reservation publishing system according to claim 1, characterized in that: The conference room allocation module has a built-in conference room matching algorithm, and the formula of the conference room matching algorithm is: ； Among them, S represents the matching score between the conference room and the meeting request, is the cosine similarity between the conference theme keyword vector and the conference room theme label vector, N is the number of participants, C is the number of people that the conference room can accommodate, is the difference between the current time and the meeting time, 、 、 is the weight coefficient, and ; is the time decay factor.
3. A conference reservation publishing system according to claim 1, characterized in that: The secondary allocation strategy of the dynamic scheduling module includes: Retrieve the remaining occupancy time of the conference room and the expected duration of the meeting to be assigned , If there is a satisfying If there is a conference room with matching capacity, the conference room is directly matched; otherwise, the to-be-allocated conference is split into multiple sub-conferences, and the minimum time loss is calculated based on the minimum time loss formula, which is: ； in, is the number of divisible conference rooms, For the Available meeting room time.
4. A conference reservation publishing system according to claim 1, characterized in that: The priority parameters are generated through a multi-dimensional weighted model: ； in, is the department weight, different departments have different weights, The initiator's professional title coefficient, The number of times the department has used the conference room in the past 30 days. It is the normalized weight obtained through training of historical scheduling data.
5. A conference reservation publishing system according to claim 1, characterized in that: Each conference room in the conference room resource library is equipped with an IoT sensor network to collect the following data in real time: infrared sensing data on personnel density, electronic door lock switch status timestamp, projector / audio equipment operating status, and air quality and temperature and humidity parameters; the data is used to dynamically correct the actual occupancy time prediction value of the conference room.
6. A conference reservation publishing system according to claim 1, characterized in that: The conference reservation module includes: Meeting reservation function: supports visual query based on date and meeting room status, allowing users to select a time period and submit a reservation application including meeting type, participants and confidentiality measures; Meeting approval function: pushes appointment information to the approver's account, triggers the notification process after approval, and releases the meeting room resources if rejected; My meeting function: allows participants to view and cancel unstarted meetings.
7. A conference room allocation method, applied to a conference reservation publishing system according to any one of claims 1 to 6, characterized in that: include: S1: The user enters the meeting topic, number of participants, meeting duration, and priority parameters through the reservation interface, and generates a reservation request including a time window constraint; S2: Generate an initial allocation plan based on the semantic matching degree between the conference theme keywords in the reservation request and the conference room theme adaptation tags, the difference between the number of participants and the conference room capacity, and the time window conflict detection results; S3: Monitor the occupancy status of allocated conference rooms in real time. When a conference room is detected to have exceeded its occupancy limit, a secondary allocation strategy is triggered based on the remaining available conference room resources and the priority parameters of the meeting to be allocated, and a redistribution instruction is generated. S4: During the dynamic scheduling process, if the requirements of the allocated meeting cannot be met due to insufficient resources, an interactive notification containing alternative time periods and adjustment suggestions will be pushed to the user.
8. A conference room allocation method according to claim 7, characterized in that: The method for generating the topic adaptation tag includes: S201: Perform natural language processing on historical meeting records to extract high-frequency keywords to form an initial tag set; S202: Calculate the semantic relevance of each tag with the conference room name and equipment configuration using the Word2Vec model; S203: Clustering tags with a correlation greater than a threshold of 0.7 to form a hierarchical tag tree.
9. A conference room allocation method according to claim 7, characterized in that: The weight coefficient The dynamic adjustment method is: When the system detects that the error rate of topic matching exceeds 15% for three consecutive times, it will automatically increase Value 5%; When the standard deviation of capacity utilization is less than 10%, reduce the B value by 3%; After each scheduling is completed, the γ value is updated according to the user feedback score.
10. A conference reservation publishing system according to claim 1, characterized in that: The interactive notification includes the following optional operations: Accepting the system-recommended postponement time period, applying for an emergency channel to forcibly occupy the meeting room, initiating a multi-party video conferencing alternative, and submitting reasons for appeal triggers the manual review process.