Room Reservation System FAQs

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Accounts

Q: How do I request an EMS account?

Only one account is needed per person. To request an account:

All fields are required.

Q: How do I Login?

  • From the My Home tab, fill in the sign in fields.
  • From the Site Home tab, click on Log In under Registered Users.

Your User ID is your UTD email address including the @utdallas.edu suffix
(you must already have an approved account before you will be able to log in).

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 submit reservation requests.

Q: What can I reserve using EMS?

  • a) Student Groups:
    • This is a current list of reservable rooms. It includes important details. Please refer to the Browse Locations 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.
  • b) Faculty or Staff Members:
    • This is a current list of reservable rooms. Faculty and staff are limited to using EMS to reserve rooms in the Student Union, Student Services Addition, SSB 2.102, booth spaces, and areas on the Student Union Mall. All other faculty/staff requests must be submitted directly to the applicable scheduling authority. Please see the Faculty and Staff Room Reservations page for more information.
    • Regarding the SU Dining Hall (Faculty/Staff Dining Hall): you are not required to purchase food from Chartwells Catering, however, if you elect to provide food, you are required to submit a food service request to Chartwells. Chartwells must be given the "right of first refusal" to cater the event. This stipulation applies to, however, is not limited to breakfast, lunch, and dinner.
    • Additional Resources for Faculty/Staff:

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Scheduling and Usage Time

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

Reservation requests may be submitted bi-annually.

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 Services Addition
Student Union Mall
Fall semester
Spring/Summer semester
June 1
Mid-November
December
August, the day before the first date of fall classes
All other available spaces outside of the Student Union Fall semester June 1 every year December
All other available spaces outside of the Student Union
Spring Semester
Summer Semester
Early November
April-once registrars office sets class schedule for Summer
End of Spring Semester
August, the day before the first date of fall classes
Faculty & Staff Student Union
Student Services Building
Student Services Addition
Student Union Mall
Fall Semester
Spring/Summer Semester
August 1
Late November
December
August, the day before the first date of fall classes
Student Union, Student Services Building, Student Services Addition, and Student Union Mall:
  • Student Groups – June 1 (current year) – for the Fall semester. Scheduling dates for Spring/Summer will be posted during the Fall semester.
  • Faculty/Staff – August 1 (current year) – for the Fall semester. Scheduling dates for Spring/Summer will be posted during the Fall semester.
Academic Buildings (classrooms, lecture halls, and select auditoriums):
  • Student Groups – June (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 Date & Time section in the left column, is the first date that you can submit a request for using that template. Here is a breakdown:

  1. Student Union and Student Services Addition Meeting Rooms, SU Mall Areas, and Booths: FIVE (5) days in advance of the booking date.
  2. SSA Auditorium: FOURTEEN (14) days in advance of the booking date. (Student Groups are required to have an RUO: Responsible University Official - present for the entire event.
  3. Rooms outside the Student Union without media: SEVEN (7) days in advance of the booking date.
  4. Rooms outside of the Student Union with media: TWELVE (12) days in advance of the booking date.

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?

  • Student Union, Student Services Building, Student Services Addition, and SU Mall, please allow a processing time of 5 business days.
  • 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 time limit?

Due to the high demand for space, each student group is allowed a maximum of one room reservation per week inside the Student Services Addition and Student Union buildings.

Meetings may only be reserved for a maximum of 2 hours usage time inside the Student Union, Student Services Building, and Student Services Building Addition.

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, Student Services Building, and the Student Services Building Addition.

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?

  • The entire SU Mall (The Plinth, Chess Grounds, Gazebo, and all outdoor booth spaces)
  • The Plinth (stand alone)
  • Chess Grounds (stand alone)
  • Gazebo (stand alone)
  • 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.
Booth Spaces

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

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.

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 area 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

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

  • Galaxy Rooms (ABC or A, B, C or AB, BC, AC)
  • Phoenix, Gemini, Pegasus Rooms
  • SU Dining Hall
  • The Pub (Stage Only)

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

Banquet
Banquet
Circle
Circle
Classroom
Classroom
Conference
Conference
Fair
Fair
Herringbone
Herringbone
Lecture
Lecture
Mini Conference
Mini-Conference
Theater
Theater

Q: What areas can be reserved inside the Student Services Addition?

  • SSA Auditorium (Theater) seats 536. Includes the SSA Lobby.
  • SSA 12.471, 14.244, 14.245, 14.265, 14.467, 14.510 Rooms

The SSA Auditorium is a 536 seat theater. The lobby area outside of the auditorium is included in the reservation. Requests to book the SSA Auditorium will not be processed if the request is submitted less than 14 days prior to the booking date (UTD Media Services requires 2 weeks' notice to arrange a/v support).

Q: What are the setup types available in the Student Services Addition?

  • SSA Multipurpose rooms (Classroom or Lecture)
  • SSA Auditorium (Theater set up)

Q: How do I submit a room reservation request?

  1. Log in to the EMS room reservation system here: https://reserve.utdallas.edu/VirtualEms/.
  2. From the My Home tab, select the appropriate template for what you want. Click "Book Now". To gather additional information about each template, click on "About".

DATE & TIME

  1. Enter the following:
    • Date
    • Time
    • Set Up Type
    • Number of People
  2. Click on Search. A list of available rooms will appear to the right. The Match bar indicates how similar the room is to what you requested.
  3. Choose a room by clicking on the plus sign to the left of the room name. If the nature of your request and minimal number of attendees expected do not warrant the use of a Galaxy room, the Student Union staff reserves the right to assign rooms as they feel is the best use of space in the building.

LOCATION

  1. Verify your choice by clicking the Add Room button in the pop-up window that appears after your select a room.
  1. Click on Next Step at the top of the page.

DETAILS

  1. Use the Additional Information field to give us any helpful information about your event, including room set up requests for the Galaxy Rooms. Select any A/V equipment that you would like at your event. Click on Next Step when finished.
  1. Fill in all fields, including the Event Description. An event description is required. It will also appear on the Comet Calendar (when requested).
  1. Click on Create Reservation. If your request was submitted correctly, you will see the pop-up below.

Q: How do I submit a booth reservation request?

  1. Log in to the EMS room reservation system here: https://reserve.utdallas.edu/VirtualEms/.
  2. From the My Home tab, select the Request a Booth Inside/Outside SU template. Click "Book Now". To gather additional information about each template, click on "About".

WHEN & WHERE

  1. Enter the following:
    • Date
    • Time
  2. For booth spaces inside the Student Union, use the Student Union selection under the Locations section. For booth spaces on the SU Mall, use the Outside the Student Union selection under the Locations section.
  3. Click on Search. A list of available booth spaces will appear to the right. To see details about each booth location, please click on its name.
  4. Choose a booth by clicking on the plus sign to the left of the booth name.

LOCATION

  1. Click on Next Step at the top of the page.

DETAILS

  1. Use the Additional Information field to give us any helpful information about your event. Click on Next Step when finished.
  1. Fill in all fields, including the Event Description. An event description is required.
  1. Click on Create Reservation. If your request was submitted correctly, you will see the pop-up below.

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 prior 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?

Registered Student Organizations:
  • Request a Room in Student Union - to reserve a room inside the Student Union. Food is allowed in these rooms.
  • Request Student Services Addition - to reserve a room inside the Student Services Addition. With the exception of red beverages, food is allowed in the multi-purpose rooms. Only certain food and beverage items will be permitted in the SSA Auditorium pending review by Student Affairs staff.
  • 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 - 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 - 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 - 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 - 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) - 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 SU Dining Hall - to request the SU (Faculty/Staff) Dining Hall in the Student Union. Food is allowed. You are not required to purchase food from Chartwells Catering in order to book the SU Dining Hall.
  • Request Residence Hall South - 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 - 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.
Faculty/Staff:
  • Request a Room in Student Union - to reserve a room inside the Student Union. Food is allowed in these rooms.
  • Request Student Services Addition - to reserve a room inside the Student Services Addition. With the exception of red beverages, food is allowed in the multi-purpose rooms. Only certain food and beverage items will be permitted in the SSA Auditorium pending review by Student Affairs staff.
  • 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 SU Dining Hall - to request the SU (Faculty/Staff) Dining Hall in the Student Union. Food is allowed. You are not required to purchase food from Chartwells Catering in order to book the SU Dining Hall.

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

Yes, you may do so by using the Recurrence feature in the Date & Time section.

To set up Recurring Bookings:
  1. After you have selected the template you want, click on the Recurrence button next to the Date field on the left hand side of the screen.
  1. Fill in as desired. You may select either a daily, weekly, monthly, or random recurrence. Click on Apply Recurrence.
  1. EMS will provide a summary of the recurrence you have requested. Please check it for accuracy before clicking Next Step.
  1. Continue entering room criteria and click on Search. EMS will show you the availability of each room on each of the dates you requested. Clicking on the value in the Available column will generate a pop up which will show you which dates are NOT available.
  1. Once you select a room, EMS will also allow you to add another room for the dates that were unavailable.
  1. When there are no rooms available for remaining dates, EMS will tell you there are no rooms available. Click Next Step.
  1. Click on Skip Occurrences in the pop up and proceed with your request as normal.

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, SU Dining Hall, and the Student Services Addition Auditorium. 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, SU Dining Hall, and Student Services Addition Auditorium 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
1 side of SU Dining Hall $50 $100
Full SU Dining Hall $100 $150
Student Services Addition Auditorium $200 $300
Cancellation Fee
(if less than 24-hour notice)
$100

Student Union, Student Services Addition, and Galaxy Room A/V and Set Up Charges

Service Description Departmental Charges
LCD projector w/audio cable
(Phoenix, Gemini, Pegasus, SSA 12.471, SSA 14.244, SSA 14.245, SSA 14.265, SSA 14.467, SSA 14.510 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

NOTE: A/V equipment for the SU Dining Hall and SSA Auditorium must be ordered through UTD Media Services.

Room set ups for the SU Dining Hall must be ordered through Facilities Management. In some cases when food is provided, a custodial work order may be required. They are placed through Custodial Services.

You are not required to purchase food from Chartwells Catering in order to book the SU Dining Hall, however, if you elect to provide food, you are required to submit a food service request to Chartwells.

Chartwells must be given the right of first refusal" to cater the event. This stipulation applies to, however, is not limited to breakfast, lunch, and dinner.

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

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.

Media Services in the SSA Auditorium are managed by UTD Media Services.

If you are a registered student group and require media service for your event in the SSA Auditorium, please indicate the service and/or a/v items you want on the room application and your SOC or FSL advisor will make media service arrangements for you.

  • Registered Student Groups (please do not contact the UTD Media Services Department yourself).
  • Faculty/Staff (are required to contact UTD Media Services directly to arrange AV Services.

Q: What are the room setup (Facilities Management) and Custodial service policies and fees?

If your event is outside of the Student Union, Facilities Management (i.e. tables and chairs) and Custodial Services 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 (2) 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. Effective 2017, Facilities Management and Custodial fees are as follows: $45.00 per person, per hour, with a minimum of two workers and one hour (Mon-Fri 8 a.m.-4:30 p.m.).

Your group will be charged for both set up and tear down for each event, with a minimum 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 $180.00.

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

Activities Permitted in the SS Auditorium: small musical performances, lectures, movies, comedy shows, musical trios, academic testing.

Activities Prohibited in the SS Auditorium: dance performances, step practice/shows, dance auditions, big bands/orchestras.

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.

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Food and Flames

Q: Where is food permitted?

  • Student Union (SU) Galaxy Rooms
  • Phoenix, Gemini, Pegasus Rooms
  • SU Dining Hall
  • The Pub
  • SSA Multipurpose Rooms (with the exception of red beverages)
  • SSA Lobby
  • SU Mall (all outdoor areas)
  • JSOM Atrium
  • Founders 2nd Floor Atrium

Chartwells Catering must be given the first right of refusal to provide food services.

Student groups planning to have food at their events must comply with SOC's Food Policy.

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.

FOOD IS PROHIBITED INSIDE THE SSA AUDITORIUM. However, certain food and beverage items will be permitted in the lobby area pending approval on a case by case basis. With the exception of red beverages, food and drinks are allowed in the multi-purpose rooms. As with all other campus locations, Chartwells Catering must be given the first right of refusal to provide food services.

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 [email protected] 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.

Faculty/Staff bookings not cancelled via email within 24 hours are subject to the full $100 non-cancellation fee.

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 My Events tab on the left hand menu bar.
  1. Click on the name of the reservation that you would like to modify.
  1. There are a few ways to change your reservation.
    • New 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 Services below.
    • Edit Reservation Details- To change the Event Name, Event Type, Event Description, Group, Contact Name, Contact Phone Number, or Contact Email Address for the whole reservation. (Click on Save Reservation Details when done.)
    • Booking Tools - Lets you change the date or time of one or all bookings on a reservation. (Click on Update Bookings when done.)
    • Edit Booking (the pencil icon next to the booking date) - To change the Event Name, Event Type, Date, and Times of one booking on a reservation. The Add Location button on this screen also allows you to add a room for the same date and time as the existing booking.
    • Add Services - Lets you add A/V or room set up equipment to one or more bookings.
    • Cancel Services - Lets you remove A/V equipment from the booking. To view items for deletion, select the service category from the drop down at the top of the screen.
    • Manage Services - Lets you add or remove A/V equipment from the booking.

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 My Events tab on the left hand menu bar.
  1. Click on the name of the reservation that you would like to modify.
  1. Select one of the following options:
    • Cancel Bookings - Allows you to cancel a single booking or a selection of bookings from a series. (Click on Cancel Selected Booking when done.)
    • Cancel Booking (the minus sign next to the booking date) -To cancel a single booking.
    • Cancel Reservation -Allows you to cancel all bookings on the reservation at once.
  1. You will be prompted to provide a reason for the cancellation. Once provided, click on the Yes, Cancel Booking 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 [email protected] 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?

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 - [email protected]

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.

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