Reserving Shared Meeting Rooms

Updated: 1/10/24

The following shared spaces are open for individuals and teams to use to further the King's Way mission in your regular course of business. Please read below for instructions on how to access and reserve these rooms as well as reservation etiquette. If you have any process issues or concerns please direct them to HR (hr@kwcs.org).

AVAILABLE ROOMS: 4- 8 Small Meeting Room, HS Conference Room, HS Small Meeting Room

TABLE OF CONTENTS

• Rooms
  • 4- 8 Small Meeting Room
  • HS Conference Room
  • HS Small Meeting Room
• Procedures for Reserving
  • Add the calendars to your google calendar
    • HS Conference
    • HS Small Meeting 
    • MS 4-8 Small Meeting 
  • Reserving a room
• Room Reservation Etiquette

Rooms

• 4- 8 Small Meeting Room

  • Room 307b

  • Seats 4-6

  • Rectangular table with 4 desk chairs + 2 arm chairs

• HS Conference Room

  • Room 106

  • Comfortably Seats 8

  • Rolling conference chairs around a rectangular conference table with a presenting screen and docking station

• HS Small Meeting Room

  • Room 109

  • Seats 4

  • Accent arm chairs and a round coffee table

Procedures for Reserving

Add the calendars to your google calendar

You can add by clicking the links below or you can follow the Google instructions for adding a calendar and add the "HS Conference" or "HS Small Meeting" or "MS Small Meeting" Calendar

• HS Conference

• HS Small Meeting

• MS 4-8 Small Meeting 

Reserving a room

When you have a meeting / event that you would like to use one of the rooms you can follow these steps to book the room and confirm your reservation

1. Check for availability: You can view details in Google Calendar under your "Other Calendars". Check/uncheck the box next to the calendar to view/hide.

   • Quick Tip: you can turn your other calendars on/off for a quick view or next to settings click "Display this only" on the calendar you want to view to turn the others off

2. Book the room by adding the specific room you want as a guest on your google invite

• Note: If you get a "declined" email it means the selected room has a conflict with the meeting invite you sent and you have NOT reserved the conference room

Room Reservation Etiquette

• Include your setup / cleanup time in the reservation

  • For example you will need time to set up materials or connect to the tv screen ensure that your reservation includes all time needed before your meeting.

  • Likewise if you need time to put chairs back, pack up your materials, or otherwise return the room to its original state be sure to extend your reservation invite to include time after your scheduled meeting

• Respect other people's time and reservations

  • Reservations may be booked back to back, so if your reservation ends and you would like to extend your use please check the calendar to ensure it is available first

  • Politely end your business and leave the room at the end of your reservation when asked to accommodate a booking immediately after yours

  • If you booked the room, do not interrupt an active reservation early, you should wait until the beginning of your reservation. At the start of your reservation you can enter the room and politely remind the occupants that the room is reserved.

• Know that last minutes reservations are permitted - and if the room is free you must reserve it to secure your use

  • If you need to use the meeting space on the spur of the moment feel free to hop in as long as there is nothing on the calendar.

  • If you do use the meeting room spontaneously please immediately enter a reservation on the google calendar - if you don't and someone else makes a spur of the moment reservation you may get booted. Reservations on the calendar will be honored as first reserved first served

• How to share well

  • Book the room that is best suited to how many attendees you have: 1-4 use the HS or MS Small Meeting Room, 5-8(10Max) use the HS Conference Room.

  • All rooms can be used by anyone in T-12 needing meeting space

  • Add the room to your guest list NOT to the calendar event location to confirm your booking. If you add the room to location only you may get bumped for not having a confirmed reservation.

  • Do not expect office staff or your supervisor to book meeting rooms for you. They have been asked not to. They love to be helpful, however individual meeting organizers (that's you) need to be responsible for adding the meeting room to their guest list so that as calendar events are updated or canceled the room reservation calendars also stay current

• IMPORTANT - Meeting details are visible on the room reservation calendars so be mindful to adjust your guest list visibility settings, description, title, and attachments on your meeting invites when including the shared spaces.