Room Reservation System FAQs

Accounts

Scheduling and Usage Time

Requests

Services and Fees

Facilities

Food and Flames

Cancellations and Modifications

Additional Resources

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Accounts

Q: How do I request an EMS account?

Only faculty, staff, and designated representatives of registered student groups may have an EMS account. Only one account is needed per person. To request an account, visit our Account Request page. All fields are required.

Q: How do I Login?

Click on Log In under the My Account tab on the menu bar. Your User ID is your UTD email address including the @utdallas.edu suffix.

Q: Who can use EMS to reserve a room?

Full time faculty/staff, student members of sponsored groups, and designated room schedulers for registered student groups. Each semester, student groups submit three official room schedulers to the SOC Office when they re-register their organization. Only these three people from a student organization may have EMS accounts. Individual students cannot request space.

Q: I have an EMS account! Now what?

Welcome to EMS! We have video tutorials to help you navigate the Virtual EMS System. These will walk you through submitting a request as well as editing or cancelling it if needed. They will also walk you through how to submit a recurring request for a room. For additional information, please read our Room Scheduling Guidelines. For a description of the information we are looking for in each field of a request, please refer to this Field Guide to Student Group Requests.

Q: What can I reserve using EMS?

a) Designated representative of a student group:

This is a current list of reservable rooms. It includes important details. Please refer to the Browse Facilities page to determine the location, set up type, and minimum/maximum capacity of the most requested venues on campus. To view photos, click on the Room Name. PLEASE NOTE: room reservations are subject to availability.

b) Faculty or staff member:

This is a current list of reservable rooms. It includes important details. Faculty and staff are limited to using EMS to reserve rooms in the Student Union, SSB 2.102, booth spaces, and areas on the Student Union Mall. All other faculty/staff requests must be submitted directly to the reserving authority. Please see the Faculty and Staff Room Reservations page for more information.

Effective August 1st, 2016, faculty and staff may request the SU (Faculty/Staff) Dining Hall using the EMS System. Bookings are for the room only. A/V equipment must be ordered through UTD Media Services and room set ups must be ordered through Facilities Management. In some cases when food is provided, a custodial work order may be required. They are placed through Facilities Management.

Additional Resources for Faculty/Staff:

  • Please use the UTD Event Planning Guide page to locate the schedulers and online form for the academic buildings and other areas on campus (Faculty and Staff ONLY).

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Scheduling and Usage Time

Q: May I submit a reservation request at any time?

Reservations for the Student Union, Student Services Building, and Student Union Mall can be made for the academic year. For rooms in classroom and lecture buildings, reservations may be made one semester at a time.

Q: What is considered an academic year?

The first day of fall classes through the last day of the summer semester the next year.

Q: When can I submit a reservation request for the new academic year?

Group Building Reservable Time Period Scheduling Opens On Can Schedule Events Through
Student Groups Student Union
Student Services Building
Student Union Mall
Entire academic year June 1 every year Yearly
The day before classes begin in the next fall semester
All other available spaces outside of the Student Union Fall semester June 1 every year Per Semester
The last day of fall semester
All other available spaces outside of the Student Union Spring semester TBA - usually around Thanksgiving break Per Semester
The day before classes begin in the next fall semester
Faculty & Staff Student Union
Student Services Building
Student Union Mall
Entire academic year Aug. 1 every year Yearly
The day before classes begin the next fall semester

Student Union, Student Services Building, and Student Union Mall:

  • Student Groups – June 1st (current year) – for reservation in the following Fall/Spring/Summer semesters
  • Faculty/Staff – August 1st (current year) – for reservation in the following Fall/Spring/Summer semesters

Classroom Buildings and Lecture Halls:

  • Student Groups June 1st (current year) - for the Fall Semester and Mid-November (current year) for the Spring and Summer semesters.
  • Faculty/Staff N/A, not reservable through EMS.

Q: When is the latest I can submit my room request?

For each Reservation Template, the date that appears in the When and Where Table on the top left of the screen is the first date that you can request using that template. Here is a breakdown:

  1. Student Union Rooms, SU Mall Areas, and Booths: FIVE (5) days in advance.
  2. Rooms outside the Student Union without media: SEVEN (7) days in advance.
  3. Rooms outside of the Student Union with media: TWELVE (12) days in advance.

Due to high demand and limited space, we recommend that you submit your request as far in advance as possible to increase your chances of securing your desired location.

Q: What is the turn-around time for my request?

For requests in the Student Union, Student Services Building, and SU Mall, please allow a processing time of 5 business days. For requests in all other locations, please allow 8 to 10 business days. Please keep in mind that the request volume is highest at the beginning of the long semesters and all requests are processed on a first-come, first-served basis. If your event requires CARE assessment through the SOC or FSL office, additional time may be required.

Q: What is the room usage limit?

Meetings may only be reserved for a maximum of 2 hours usage time inside the Student Union. Galaxy Room requests for Saturdays and Sundays have a maximum of 6 hours usage time. Usage time includes set up and tear down time. These time limitations do not apply to reservations for rooms outside of the Student Union.

Q: What is the difference between an event and a meeting?

The majority of reservation requests fall into two categories; meetings or events. Examples are given below. All requests for booths or reservations on the SU mall are considered events.

Meeting: A routine function involving only your group's members and invited guests. Examples include general meetings, executive meetings, planning meetings, information sessions, and bible studies for which there are no guest speakers.

Meeting Examples
General Meeting Information Session
Meeting to Discuss Upcoming Events Organizational Topics
Officer Meeting Exec. Meeting
Planning Meeting Bible Study/Worship Meeting (Members Only)

Event: A special function involving a planned activity. Examples include concerts/performances, banquets, game nights, movie nights, festivals, service projects, events that collect money or have an admission charge, and meetings or bible studies that have a guest speaker / lecturer.

Event Examples
Concert/Performance Game Night
Banquet Festival
Movie Night Service Projects
Meetings with Guest Speakers/Lecturers Events that Collect Money
Bible Study/Worship Meeting with Guest Events with an Admission Charge

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Requests

Q: What outside areas can be reserved on the Student Union Mall?

There are several reservable areas on the Student Union Mall. Except where indicated below, the only resources that can be provided by the Student Union staff are one table and two chairs per location. Please check in at the Student Union Control Desk at least 10 minutes prior to your reserved start time. Set up will not begin until you check in. All other set up or A/V requests must be submitted to the Facilities Management and Media Services departments. Those departments will charge a fee.

Booth Spaces: You may request one booth at a time, several at a time, or all nine booths at once. The Student Union staff wil provide one table and two chairs per booth space.

  • SU Mall Wall 1 & 2: The stone half-wall located north of the fountain. You may request each booth individually or as a combo.
  • Mall F1 through F4: On the south side of the Mall near the Student Union entrance.
  • Mall A1 through A3: Located under the awning next to the Student Union entrance.

Chess Grounds: This is one reservable space. No tables or chairs can be provided for this location.

Gazebo: The Gazebo is located in the greenbelt area to the north of Parking Structure 1. The reservable location is the gazebo structure itself and not the surrounding picnic tables.

The Plinth: The raised wooden stage are in front of the steps along the northeast side of the Student Union. Primary use of the Plinth would be as a performance space utilizing the steps as an audience area. Set up for this area can include:

  • 1 table and 4 chairs
  • Sound system
  • Podium

Entire SU Mall: Includes the Plinth, Chess Grounds, Gazebo, and all 9 booth spaces.

Q: What areas can be reserved inside the Student Union?

IMPORTANT NOTE: Due to high demand, there is a two hour limit for meeting reservations insude the Student Union. The Galaxy Rooms have a maximum usage time of six hours on Saturdays and Sundays. Usage time includes set up and tear down time, which is automatically added to room reservation requests by the EMS system.

Student Union room reservations include set up items such as tables, chairs, and podiums at no charge. A/V equipment may be requested through the EMS system.



Q: What are the setup types available in the Student Union?


Banquet

Circle

Classroom

Conference

Fair

Herringbone

Lecture

Mini-Conference

Theater

Q: How do I submit a room reservation request?

Log in to the EMS room reservation system and select the Reservation tab on the menu bar. Select the template that applies to the type of reservation you want to submit.

Once you select the template, please read the information in the window on the right to make sure you selected the correct one. Fill in the When and Where area to begin your request.

STEP 1 - WHEN & WHERE

Steps:

  1. Date (Use the Recurrence function to request a series of dates.)
  2. Start Time / End Time
  3. Attendance
  4. Select Setup Type
  5. Click Find Space

A listing of reservable locations that meet your criteria will appear in the Availability section on the right side of the screen. If room options don't appear, no room is available based on the information you entered. You can modify your criteria in the When and Where section and click the find space button again to modify your search.

STEP 2 - LOCATION

  1. The Location tab displays the rooms in the Availability section.
  2. Click the Roon Name to view room details, setup types and features.
  3. Click the green plus sign (+) to select a room.
  4. Click the red X to deselect a room (when applicable).
  5. Click the Continue button.

STEP 3 - DETAILS

  1. Fill in the Event Details, Group Details, and Other Information sections. See the Student Request Field resource for details. Fields with a red asterisk are required. Some fields will be pre-filled for approved users. NOTE: this information is used by SOC and FSL to approve events (applicable to student groups only).
  2. If you have chosen a template that allows media requests, you will be able to select your desired resource in the A/V Svc and/or Room Setup section. Not all resources are available for all locations.
  3. Add any additional information. For Open Search Requests (or Specific Room Requests for which you would like to give us alternative acceptable rooms), please provide your desired rooms / buildings in the Comments or Additional Information fields. For Open Search Requests, if your preferred room is not available we will automatically search for another room which meets your criteria.
  4. Click Submit. If you do not get a pop-up confirmation message your request was not submitted properly. Unfortunately, you will have to submit your request again.

Q. How do I submit a booth reservation request?

Log in to the EMS room reservation system and select the Reservation tab on the menu bar. Select the Request a Booth Inside/Outside SU template.

Once you select the template, please read the information in the window on the right to make sure you selected the correct one. Fill in the When and Where area to begin your request.

STEP 1 - WHEN & WHERE

Steps:

  1. Date (Use the Recurrence function to request a series of dates.)
  2. Start Time / End Time
  3. Facilities (Choose Inside or Outside the Student Union)
  4. Click Find Space

A listing of available booths that meet your criteria will appear in the Availability section on the right side of the screen. If booth options don't appear, no booth is available based on the information you entered. You can modify your criteria in the When and Where section and click the find space button again to modify your search.

STEP 2 - LOCATION

  1. The Location tab displays the booths in the Availability section.
  2. Click the green plus sign (+) to select a room.
  3. Click the red X to deselect a room (when applicable).
  4. Check the box to agree to the Terms and Conditions.
  5. Click the Continue button.

STEP 3 - DETAILS

  1. Fill in the Event Details, Group Details, and Other Information sections. See the Student Request Field resource for details. Fields with a red asterisk are required. Some fields will be pre-filled for approved users. NOTE: this information is used by SOC and FSL to approve events (applicable to student groups only).
  2. Add any additional information in the Comments or Additional Information fields.
  3. Click Submit. If you do not get a pop-up confirmation message your request was not submitted properly. Unfortunately, you will have to submit your request again.

Q: What are the booth requirements?

  1. A booth consists of one rectangular table and two chairs. Due to space restrictions, no additional furniture is allowed.
  2. Student organizations must display signage indicating which group is sponsoring the booth.
  3. Student organizations must receive pior approval to serve food/beverages. Food provided must comply with the UTD SOC Food Policy and guidelines.
    1. The SOC Food Policy states that food that does not come in its own skin (i.e., bananas, oranges, etc.) must be individually wrapped prior to bringing it on campus.

Q: Where are the booths located?

Lower Level Booths - Please see the image of the SU first floor for booth locations. (They are located on the first floor just inside the sliding doors on the northeast end of the building facing the Student Union Mall.)

Upper Level Booths - Please see the image of the SU second floor for booth locations. (They are located in the Comet Cafe food court near Subway, Ben & Jerry's, and Create.)

Mall Booths - Please see the close up image of the SU Mall for specific booth locations. They are also described under the FAQ section regarding booking the SU Mall.

Q: Which reservation template should I use?

  • Request a Room in Student Union - to reserve a room inside the Student Union. Food is allowed in these rooms.
  • Request a Booth Inside/Outside SU - to reserve a booth inside the Student Union, on the SU Mall, or inside the Student Services Building. Food is allowed in these areas.
  • Request the SU Mall - to reserve The Plinth, Chess Grounds, Gazebo, or the Entire SU Mall. Food is allowed in these areas.
  • Request Open Search Outside SU: WITH MEDIA - (Students Only) to request a general search based on your desired criteria. You can add a comment with your desired room/building if you know it and we will search for that room/building first. If it is not available, we will automatically widen the search to find a comparable room. With the exception of the Founders 2nd Floor Atrium and the JSOM Atrium, food is not allowed.
  • Request Open Search Outside SU: W/O MEDIA - (Students Only) The same as the Open Search with Media template, but A/V equipment cannot be requested. This template has a shorter turn-around time. With the exception of the Founders 2nd Floor Atrium and the JSOM Atrium, food is not allowed.
  • Request a Specific Rm. Outside SU: WITH MEDIA - (Students Only) to request one of these rooms specifically: ESCN 2.704, ECSS 2.102 (TI Auditorium), FN 2.102 (Kusch Auditorium), HH 2.402 (Hoblitzelle Hall Auditorium), JO 4.102, JO 4.614 (Jonsson Auditorium), MC 2.410 (McDermott Library Auditorium), SOM 1.118 (Davidson Auditorium), SSB 2.102, SSB Lobby. With the exception of SSB 2.102 and the SSB Lobby, food is not allowed.
  • Request a Specific Rm. Outside SU: W/O MEDIA - (Students Only) The same as the Specific Room with Media template, but A/V equipment cannot be requested. This template has a shorter turn-around time. With the exception of SSB 2.102 and the SSB Lobby, food is not allowed.
  • Request "The Pub" (Stage Only) - (Students Only) to request the Stage in The Pub. The seating area cannot be reserved. Food is allowed, but may be provided by UTD Dining Services only.
  • Request Faculty/Staff Dining Hall - (Students Only) to request the Faculty/Staff Dining Hall in the Student Union. Food is allowed. There is a minimum Chartwells Food Service catering order required.
  • Request Residence Hall South - (Students Only) to request RHS 1.001 or RHS 2.002. Food is allowed. A/V cables for RHS 1.001 are available at the front desk. There is no media available for RHS 2.002.
  • Request Phase 2 or Phase 4 Social Center - (Students Only) to request the lounge areas in the Phase 2 and Phase 4 apartments. There is no media available for these rooms. The pool cannot be reserved.

Q: Can I request a series of dates at the same time?

Yes, you may do so by using the Recurrence feature in the When and Where section.

Q: How will I know when my request for facilities has been approved?

You will receive an email confirmation from the Student Union Scheduling and Reservations Office.

Q: What circumstances prohibit the use of facilities?

You may not request facilities for:

  • Personal use.
  • Non-UT Dallas sponsored programming and/or events, regardless of your affiliation.
  • Co-Sponsored events between student organizations and any non-UT Dallas entity or organization.
  • Special interest events initiated by students, faculty, or staff that are considered personal in nature, regardless of student participation.
  • Unauthorized sales, marketing, and distribution of propaganda and materials.
  • Solicitation by organizations (non- profit included).

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Services and Fees

Additional services may be required for confirmed reservations inside or outside of the Student Union.

Faculty / Staff Pricing Guide

All University departments will be charged for use of the Student Union Galaxy Rooms and SU Dining Hall. Students and student-sponsored groups will not be charged.

Usage rates vary based on the number of rooms reserved and how long the room is booked. The rooms can be reserved through the room reservation system at reserve.utdallas.edu/VirtualEMS.

For your convenience, pricing guidelines are listed below. All charges include set up, tear down, cleaning, and meeting fees. Set up includes items such as tables, chairs, and podiums at no additional cost. A/V charges, as well as charges for larger set up items like a stage or dance floor, are separate and also are detailed below.

If you have questions, please call us at 972-883-6158.

Galaxy Room Charges

Room Sizes and Numbers Departmental Charges
  Half Day (1-4 hours) Full Day (5+ hours)
1 Galaxy Room $50 $100
2 Galaxy Rooms $100 $150
3 Galaxy Rooms $150 $200
Cancellation Fee
(if less than 24-hour notice)
$100

Student Union A/V and Large Room Set Up Charges

Service Description Departmental Charges
LCD projector w/audio cable
(Phoenix, Gemini, Pegasus, Libra meeting rooms)
$15
LCD projector w/audio cable
(iPod or laptop and one wired mic. Galaxy Rooms only)
$25
Add DVD player $10
Wireless Lapel Microphone $5
Wireless Handheld Microphone $5
Tabletop Microphone $5
Wired Microphone w/Podium or Stand $5
Televisions with DVD Players $10
Portable Sound System
(eight channel mixer, CD player or MP3 plug-in, two JBL speakers w/stands, one wired microphone--for use only for bands/DJs in Galaxy Rooms, at Plinth or outside mall area)
$50
Stage Pieces
(Includes steps and handrails, two pieces)
$10
Additional Stage Pieces (over two) $10
Dance Floor (Half) $20
Dance Floor (Full) $40

Q: How will departments be invoiced/billed?

By Cost Center. The staff/faculty person that is submitting the request will be required to provide the applicable cost center account number.

  1. You are required to provide a cost center account number at the time of reservation submission.
  2. Your confirmation email will also serve as your invoice.
  3. The cost center will be billed not more than 45 days after the event occurs.

Student Groups

  • Room Setup — provided by Facilities Management.
  • Custodial Service — provided by Facilities Management. Required for events on a case by case basis.
  • Campus Police

Q: What is the media service policy?

Registered student groups do not pay for media services inside or outside of the student union. All services will be ordered by the Student Organization Center (SOC) or Fraternity and Sorority Life (FSL) Advisor.

Q: What is the room setup (Facilities Management) service policy and fee?

If your event is outside of the Student Union, Facilities Management (i.e. tables and chairs) may be needed. These services will incur a fee.

All services will be ordered by the Student Organization Center (SOC) or Fraternity and Sorority Life (FSL) staff. Payment for these services is due in the form of a check or money order made payable to “The University of Texas at Dallas”, and delivered to the SOC or FSL office at least two days prior to the event.

There is a 36 hour minimum required to request facilities before late fees are applicable. If the request is received less than 36 hours in advance, a $100.00 late fee is required. Facilities Management fees are as follows: $40.00 per person, per hour, with a minimum of two workers and one hour (Mon-Fri 8am-4:30pm). PLEASE NOTE: your group will be charged for both set up and tear down for each event, with a minumum of one hour billed for set up and another hour billed for tear down. With the two person minimum, this means the lowest cost for any event for which room set up is needed will be $160.00.

The overtime rate is: $60.00 per person, per hour, with a minimum of two workers and 4 hours. The overtime rate applies after 4:30 PM Mon-Friday and on weekends.

Q: What is the custodial service policy and fee?

Custodial services are used on a case by case basis. These services will incur a fee.

All services will be ordered by the SOC or FSL staff. Payment for these services is due in the form of a check or money order made payable to “The University of Texas at Dallas,” to the Student Organization Center or Fraternity and Sorority Life at least two days prior to the event.

There is a 36 hour minimum required to request facilities before late fees are applicable. If the request is received less than 36 hours in advance, a $100.00 late fee is required. Custodial fees are as follows: $40.00 per person, per hour, with a minimum of two workers and one hour (Mon-Fri 8am-4:30pm). PLEASE NOTE: your group will be charged for both set up and tear down for each event, with a minumum of one hour billed for set up and another hour billed for tear down. With the two person minimum, this means the lowest cost for any event for which room set up is needed will be $160.00.

The overtime rate is: $60.00 per person, per hour, with a minimum of two workers and 4 hours. The overtime rate applies after 4:30 PM Mon-Friday and on weekends.

Custodial charges will be determined during a C.A.R.E. meeting or emailed to you by the SOC or FSL staff.

Q: What is the Campus Police service policy and fee?

If your event falls into the C.A.R.E. category you will be required to have Campus Police. There is a two week notice required to request Campus Police. This request will be submitted two weeks prior to the date of the event. These services will incur a fee.

All services will be ordered by the SOC or FSL staff. Payment for these services is due in the form of a check or money order made payable to “The University of Texas at Dallas,” to the Student Organization Center or Fraternity and Sorority Life at least two days prior to the event.

Campus Police fees are as follows: $35.00 per hour, per officer. This is the average rate Mon-Sun.

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Facilities

Q: How do student groups reserve the Phase II or Phase IV clubhouse in University Village Apartments?

Student groups may reserve the Phase II or Phase IV clubhouse in University Village by submitting a request through EMS using the Request Phase 2 or Phase 4 Social Center template. The pools cannot be reserved. Media cannot be requested for these areas through EMS.

Q: How do student groups reserve the Residence Hall South Classrooms (RHS 1.001 or RHS 2.002)?

Student groups may reserve the Residence Hall South classrooms (RHS 1.001 or RHS 2.002) in University Commons by submitting a request through EMS using the Request Residence Hall South template.

Q: How do student groups reserve the Visitor's Center Atrium, Indoor Courts or Outdoor Fields at the Activities Center?

Student groups may request the use of these facilities directly through the Activities Center Event Coordinator's office. Fees apply. For the Visitor's Center Atrium and indoor facilities at the Activities Center, use the Recreational Sports Facility Reservation Request Form in OrgSync. For outdoor facilities, use the Athletics Outdoor Facility Reservation Request Form in OrgSync. Both forms, a fee schedule, and important guidelines are available on the Recreational Sports website.

Q: I am an individual student who needs to reserve a room. What can I do?

Individual students who are not members of a registered student group and are looking to reserve space for individual or group study may reserve a room in McDermott Library by submitting a request on the Study Room Request page.

Individual students who live in University Commons may reserve a room in the residence hall in which they live by contacting Ashleigh Beckmann.

Food and Flames

Q: Where is food allowed?

Student groups planning to have food at their events must comply with SOC's Food Policy. Food is allowed in all rooms inside the Student Union (SU). It is also allowed in all outdoor areas on the Student Union Mall.

Food is allowed in the JSOM Atrium and also the Founders 2nd Floor Atrium, but only with prior permission and if the group has the space reserved. Facilities costs may apply.

Q: Where is food prohibited?

Per our agreement with the scheduling authorities of buildings outside of the Student Union, food is prohibited at student group meetings and events in all areas not listed above. This includes, but is not limited to, classrooms, lecture halls, and auditorium buildings. Food is also prohibited in the hallways and other areas of these buildings. There are no exceptions. Our continued ability to provide classroom and lecture spaces for student groups is dependent on your compliance with this rule.

Q: Are open flames allowed anywhere on campus?

No.

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Cancellations and Modifications

Q: What is the room and booth cancellation policy?

You may cancel your reservation online through the EMS system up to 72 hours prior to the event date. See below for instructions on how to cancel a request.

If you want to cancel a reservation and it is less than 72 hours before the event date, email us at reservations@utdallas.edu notifying us of your request to cancel the reservation.

All reservations must be cancelled at least 24 hours prior to the date of the event or the booking will be considered a no-show.

Three no-shows will affect your privileges to reserve rooms on campus.

Q: How do I modify a request?

Only the EMS web user who created the room reservation is able to modify or cancel it. If your reservation was previously confirmed, any modification will put it back into Request status and it will need to be re-confirmed. This may include a second SOC or FSL review for event approval.

  1. Log in to the EMS room reservation system.
  2. Select the Reservation tab on the menu bar.
  3. Click View My Requests.
  1. Click on the name of the reservation that you would like to modify. There are a few ways to change your reservation.
  • Add Booking - Allows you to add a booking to an existing reservation. Once your new booking has been added, you may add A/V or room set up equipment by following the instructions under Add or Edit Services below.
  • Edit Reservation - To change the Event Name, Event Type, or Event Description for the whole reservation. (Click on the Save button when done.)
  • Booking Tools - Lets you change the date or time of one or all bookings on a reservation. (Click on the Save button when done.)
  • Edit Booking (The pad and pencil icon under the Actions column) - To change the Event Details, When and Where, and Set Up Information of one booking on a reservation.
  • Add or Edit Services (the Green Plus Sign - + - under the Services column) - Lets you add or remove A/V or room set up equipment to the booking. To add an item, click on the green plus sign (+) next to "SU AV Equipment" in the grey header row. To delete an item, click on the red X under the Actions column next to the item you want to remove.

Q: How do I cancel a request?

Only the EMS web user who created the room reservation is able to modify or cancel it.

  1. Log in to the EMS room reservation system.
  2. Select the Reservation tab on the menu bar.
  3. Click View My Requests.
  1. Click on the name of the reservation that you would like to cancel. There are a few ways to cancel your bookings.
    • Cancel Bookings - Allows you to cancel a single booking or a selection of bookings from a series. (Click on the Cancel Booking(s) button when done.)
    • Cancel Booking (the Red X under the Action Column) - To cancel a single booking.
    • Cancel All Bookings - Allows you to cancel all bookings on the reservation at once.
  2. You will be prompted to provide a reason for the cancellation. Once provided, click on the Cancel Booking(s) button.

Q: I need to modify or cancel a request and the web user who created the reservation is missing and presumed kidnapped after a freak meerkat swarming. What do I do?

First of all, our condolences on your loss. Have the president of your organization contact us at 972-883-6158 or send an email to reservations@utdallas.edu explaining the situation. We can help you (but only if meerkats were involved.) A written request from the president of your organization will be necessary.

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Additional Resources

Q: Where can I go for additional help?

There is helpful information in our Room Reservation Guide.

We have video tutorials to help you navigate the Virtual EMS System. These will walk you through submitting a request as well as modifying or deleting it, if needed.

If you are not sure what information we are requesting in a given field, check the Student Request Field resource.

Here is SOC's Food Policy.

For more information on Event Enhancers and to find SOC's Event Enhancer Form, sign in to OrgSync and go to the Event Enhancer Reservation Page. Requests are first come, first served and must be submitted at least five days in advance.

Download the Amplified Sound Request Form if requesting speakers for an event.

Q: Who do I contact if I have additional questions or problems using the room reservation system?

We are happy to help! Please contact the Student Union Reservations Office by:

Phone - 972-883-6158

Email - reservations@utdallas.edu

Walking in to our office - SU 2.401 (In the same suite as the SOC Office, across from the Galaxy Rooms in the Student Union). See the Student Union 2nd Floor Map above.