Making A Reservation – Campus Announcements

This announcement is a joint communication from Room Reservations and University Events

Looking to schedule a meeting, event or exam, on campus? Here’s all of the must know info to make scheduling quick and easy!

Did you know?

Most reservations can be made without the assistance of the reservationist. If you need to reserve a room please visit the Virtual EMS Self Serve app online @ Virtual EMS

First time user? Check out this video tutorial or Virtual EMS instructions can be found in Bookstack. Here are a few helpful links:

Have a request that requires a little more support?

For requests that cannot be made using Virtual EMS please complete the Events/Reservations Request Form. This Google Form will allow us to collect all of the necessary information to make your event a success, ensure a streamlined communications process, and gather data to improve features within Virtual EMS.

Planning an event?

Not sure if you need an event safety checklist? If your event meets the following criteria an Event Safety Checklist must be completed and sent to the Environmental Health & Safety Manager for approval at least 10 business days prior to the start of your event.

Any event that requires permitting (refer to event checklist for the list of options)
50 or more attendees
Anything requiring power beyond what the space can already accommodate
Any event that requires the use of staging, platforms, or other structures
Any event that requires us to modify or impair the fire alarm system
Any event that requires insurance and/or a participation liability waiver

Student Reminders

*All student events must be submitted through Knightlife at least 10 days prior to the start of the event.

*Club meetings space requests must be submitted through Knightlife at least 48 hours prior to the requested meeting time.

The Office for Student Life has a group of amazing student workers that will coordinate with Room Reservations to schedule space for your event.

Faculty/Staff event reminders

All requests to schedule or change a class should be coordinated through departmental leadership in coordination with Academic Scheduling.

All mid-term exam requests should be submitted using the Events/Reservations Request Form as far in advance as possible.

Set up information for your event is required at least 10 Business Days prior to the start of your event on Virtual EMS or through the Events/Reservations Request Form.

If your event requires facilities resources (such as tables, chairs or a different set up) please be sure to submit a work order at the time of your reservation request, even if you don’t have all of the details yet. Work orders can be submitted at
(https://fasworkrequest.clarkson.edu/mc_web/)

If your event requires a/v set ups or tech support please complete the Event AV Support Request at the time of your reservation request, even if you don’t have all of the details yet.

All food served on campus MUST come from a certified kitchen.

Visit https://clarksoncatering.catertrax.com/ to place an order through Sodexo.

All requests to serve alcohol require a permit which must be completed and approved at least 31 days prior to the event.

In order to best serve your needs and the needs of the University, the Marketing and External relations team has created a form in which individuals or departments may request marketing-related projects.

Please fill out the Marketing Request Form if you are interested in having the marketing team assist with projects in:

videography
photography
print materials (brochures, posters, flyers, etc.)
digital materials (ads, TV screen flyers, pdfs, etc.)
social media marketing
advertising
public relations/news releases

The marketing content team meets weekly to discuss new marketing requests. No requests should be made directly through an individual marketing staff member for any of these types of projects.

We look forward to seeing all of the great events and activities happening at Clarkson this semester!

Room Reservations & University Events

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