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King County Move More Program

Reserving the NCOB Group Exercise Room

The Group Exercise Room is located in the New County Office Building on Level A in the Activity Center.  Access is from the door on Jeffferson that leads directly into the Bike Storage Room. The Activity Center door is on the south wall close to the women’s shower room door.

The Group Exercise Room accommodates up to 18 people for group classes such as yoga, Pilates, Tai Chi, etc.  It is not appropriate for step aerobics or other “high bounce” activities because of its low ceiling height.  You may bring personal items with you, such as a yoga mat or cd player, but you may not leave them in the room unless you intend them to be available for all employees to use.  A sound system is not installed in the Group Exercise Room.

Reservation priority is given to groups who are using Healthy Workplace Funding Initiative (HWFI) funds to hold a class for 10 or more employees.  Reservations are confirmed through Outlook – if you do not receive a confirmation, your reservation has not been confirmed. 

Reservations may be made one month in advance, and up to 3 months ahead of time. 

 
A schedule will be posted outside the Group Exercise Room.  When the room is not reserved, it is available on a first come, first served basis. If something comes up and you cannot meet even though you have the room reserved, please cancel the meeting which will free up the room for someone else to use.

If you have an instructor for your class, remember you’ll need to escort your instructor to the Group Exercise Room.  Security badges will not be made available for instructors.

If you have any questions about reserving the Group Exercise Room, please e-mail activity.center@kingcounty.gov or call Caroline Hughes at 206-263-6085

• View the NCOB Group Exercise Room schedule, reserve the room, send meeting invitations using Outlook 2003

• Modify/change a meeting using Outlook 2003

• Cancel a meeting using Outlook 2003

View NCOB Group Exercise Room schedule, reserve the room, and send meeting invitations using Outlook 2003:

1. In your Outlook Calendar, on the File menu, point to New and then click Meeting Request.

2. Click the Scheduling tab.
   
   
   
   
3. Adjust the Meeting start time and Meeting end time.

4. Click Add Others, then click Add from Address Book.

5. In the Type Name or Select from List box, enter RR, NCOB Group Exercise Rm and then click Resources.
   
   
   
   
6. Click OK, and then use the scroll bars to view the free/busy time of the Exercise Room.

7. Click on the Appointment tab
   
   
   
   
8. On the Appointment tab, invite team members and add the Subject. If you are using HWFI funds for this class series, be sure to note that in the Subject; for example - Yoga class - HWFI. The Location box already shows the NCOB Group Exercise Room you selected.
   
   
   
   
9. Click Send.

Modify/change a meeting using Outlook 2003:

1. In your Outlook Calendar double-click on the meeting you wish to modify.

2. You will need to decide if you are modifying one meeting [Open this occurance] or a series of meetings [Open this series].
   
   

To Modify One Meeting:

1. On the Appointments tab, you can change the Subject, Time, and/or Date. If you are modifying the Time/Date, click on the Schedule tab and look to insure that the NCOB Group Exercise Room is available.

2. Click on the Appointments tab, click on Send Update to make sure all of your teammates are informed of the changes.

To Modify a Series of Meetings:

1. On the Appointments tab, you can change the Subject, Time, and/or Date. If you are modifying the Time/Date, click on the Schedule tab and look to insure that the NCOB Group Exercise Room is available.

2. To change the recurrence options, click the Actions menu, click Reccurence, change the options, such as time, recurrence pattern, or range of recurrence that you want to change, then click OK.

3. Click on the Appointments tab, click on Send Update to make sure all of your teammates are informed of the changes.

Cancel a meeting using Outlook 2003:

Cancel a recurring meeting:

1. In Calendar, open the meeting.

2. In the Open Recurring Item dialog box, click Open the series, and then click OK.

3. On the Standard toolbar, click Recurrence. (If Recurrence is not on the Standard toolbar, you are not the meeting organizer, and you can't cancel the meeting.)

4. Under Range of recurrence, click End by, select the date that you want the meeting to end, and then click OK. (By changing the end date of the recurring meeting, the instances of the meeting that have already occurred stay on the attendees' calendars.)

5. On the Standard toolbar, click Send Update to make sure all of your teammates are informed of the changes. This will also send the cancellation request to the Group Exercise Room and free up the time for someone else to use.

Cancel an instance of a recurring meeting:

1. In Calendar, open the instance of the recurring meeting.

2. In the Open Recurring Item dialog box, click Open this occurrence, and then click OK.

3. On the Actions menu, click Cancel Meeting. (If Cancel Meeting is not on the Actions menu, you are not the meeting organizer, and you can't cancel the meeting.)

4. In the Confirm Delete dialog box, click Delete this occurrence.

5. On the Standard toolbar, click Send Update to make sure all of your teammates are informed of the changes. This will also send the cancellation request to the Group Exercise Room and free up the time for someone else to use.

• If you are a meeting attendee — that is, if the organizer invited you to the meeting — you can only decline the meeting or, if allowed by the organizer, propose a different meeting time.

• Whether you cancel or delete a meeting, make sure that you click Send cancellation and delete meeting, and then send the cancellation to everyone you invited. It is poor meeting etiquette — not to mention inconsiderate — to cancel a meeting without notifying the people you invited.