Here’s all of the must know info to make scheduling quick and easy!
Did you know?
Most reservations can easily 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? Virtual EMS instructions can be found in Bookstack. Check out these helpful links:
· Making a Reservation using Virtual EMS
· Reserving BH Snell B19 (TLC Classroom) using Virtual EMS
· Reserving TLC Classroom / Lightboard Studio using Virtual EMS
· Viewing Room Schedule in EMS
Have a request that requires a little more support?
We are testing out a new Google Form! For requests that cannot be made using Virtual EMS please complete the Events/Reservations Request Form. This 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. Feel free to email feedback, questions and concerns to roomreservations@clarkson.edu.
Student Reminders
· The Office for Student Life has a group of amazing student workers that will coordinate with Room Reservations to schedule space for your event.
· 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 at least 48 hours prior to the requested meeting time.
Faculty/Staff Reminders
· All requests to schedule or change a class must be coordinated through departmental leadership.
· 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
(https://fasworkrequest.clarkson.edu/mc_web/)
· If your event requires a/v set ups or tech support please contact the IT Help Desk at helpdesk@clarkson.edu, or call (315)268-4357.
· 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.
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
We look forward to seeing all of the great events and activities happening at Clarkson this fall!
