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Handbook for Student Organizations

Reserving Meeting + Program Space

Event Services is the university’s centralized event planning organization, responsible for all non-academic reservations on campus. Campus facilities may be used or rented by recognized student organizations, academic departments, administrative offices, faculty-staff members and students. Recognized University of Wisconsin-Eau Claire student organizations are given primary consideration whenever possible.

Reservations can be requested by calling, writing, e-mailing or visiting Event Services, Davies Center 240. You may also use the Virtual Event Management System — Virtual EMS — to see the full schedule of reservations in Davies Center. To search for available meeting room or event space, use the link below and select Browse for Space at the top of the page. Authorized users may request space by selecting Room Request Form at the top of the page.

GO TO VIRTUAL EMS

To use the Browse Events feature, complete the following steps:

  1. On the menu on the left-hand side of the page, click Browse Events.

  2. Click on Browse, located in the bar on the upper left.

  3. You have the option to  Browse Events or Browse for Space.

  4. If you choose Browse Events, a list will appear for the current date with all
    room reservations.  
    a.    Use the tabs at the top to select weekly or monthly lists or calendars.
    b.    If you want to narrow your search, click on the “Filter” link to the upper-right of
           the list. Select your search criteria from the dropdown menus, and click “Apply
           this Filter.”
    c.    A list will appear based on your search criteria which shows the locations and
           reservations scheduled.

  5. If you choose Browse for Space, in the box labeled “Locating Information,” select the appropriate options from the drop-down menus.
    a.    In the box labeled “Filter Options,” select the date you need space, and
           click “Search.”
    b.    A chart will appear that shows the locations and reservations scheduled for
           given dates and times.

Reservations for meetings or smaller-scale events must be made at least 24 hours in advance. Any reservation that includes audio-visual support must be made at least 72 hours (three working days) in advance, since inventory is available on a first-come, first-served basis. Late requests have no guarantee of service.

Reservations for regular meetings may be made in the spring for the following academic year. In November of each year, Event Services invites reservations for major events (programs that draw 250 or more people or utilitize multiple rooms or buildings) to take place at UW-Eau Claire during the following academic year.

Audio-Visual equipment requests should be requested with the original reservation. If you do not know what you will need at the time you make the room reservation, you will need to let Event Services know at least 72 hours (three working days) in advance to ensure availability.

All room and audio-visual requests made without prior notification are considered late requests.  Availability of University Centers services or equipment cannot be guaranteed.  Contact Event Services if you have a late request, and an attempt will be made to accommodate your needs.

In the event that a reservation needs to be cancelled, a representative from the organization must notify Event Services at least 24 hours prior to the scheduled reservation time. Last-minute cancellation of the event will result in full estimated charges. Groups that fail to cancel reservations when they will not be using meeting space will lose reservation privileges after the third offense.

Organizations that wish to reserve a classroom space may contact Records and Registration, Schofield Hall 128, 715-836-2940.

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