Becoming an Event Management System (EMS) Event Requester

Please view the following presentation to familiarize yourself with our reservation system.

If you are an Academic or Administrative Departmentplease use this form to become registered as an Event Requester. 

If you are with a Fraternal Organization, you must work with the FSL Office to update your event requester (please do not use the linked form, but contact them directly).

If you are with a student group (Contracted Independent Organization) and do not already have Event Requesters in your group, you may use this form to register. To replace current Requesters, your group’s primary contact will only need to designate a unique Event Requester 1 and 2 on your group’s @UVa roster (please do not use the linked form, but update your @UVa roster).

Accounts are activated every Saturday morning. If you are not activated by Saturday, please contact us at eventplanning@virginia.edu

 

 

Useful Links:


 

Additional Information

 

Our office uses Event Management Systems (EMS) to book reservations for Newcomb Hall meeting rooms, the University Chapel, gardens, student activity spaces and several outdoor areas, such as the Amphitheater and the South Lawn. We also book reservations for banners. Tabling reservations are made through the Student Activity Center. You can find a full list of the spaces that we manage here.

 

Why does Event Planning Services require Event Requesters?

An Event Requester is the go-to contact for placing, modifying, confirming and cancelling requests between our office and your department or Contracted Independent Organization (CIO). To ensure that requests are booked efficiently, we require that departments and CIOs submit requests through a designated Event Requester. This relationship streamlines communication between your group and the Event Coordinators at our office, creating familiarity and ease with room setups, available equipment, schedules, forms and policies. 

 

What about Academic Spaces and other Schedulers? (Student Groups)

Requests for academic spaces are still made through the Source and Event Requesters are not necessary for requests made through the Source.

 

Our office processes requests made through the Source for academic spaces made by CIOs. Requests for academic spaces must be submitted at least three business days before the event date or they will be cancelled. Click here to read our full policy.

 

Intramural Recreation also uses a different reservation system, which can be found here. If you have questions about the other types of schedulers across the University, click here.

 

Designating an Event Requester

How does a CIO designate an Event Requester?

For CIOs, the primary contact will notify us of who will make requests by designating up to two Event Requesters in their @UVA roster. This will pull their names into our database when we run our Thursday night update, allowing those users to login to EMS with their netbadge.

 

How does a department designate an Event Requester?

Departments may have up to two Event Requesters (if you have a large department and need additional Event Requesters, please contact us).  These designated Event Requesters will need to fill out a registration form before being activated. We will activate accounts that have filled the form every Friday.

If your department needs to switch Event Requesters, please have the new Event Requester fill the form and check the box stating that they are replacing another Event Requester, stating who that is.

 

What if I am not affiliated with the University of Virginia?

Weddings and Chapel Services

All services in the Chapel or other spaces managed by us, which are not on behalf of a student group or department, can be placed through our External Client Space Request form.

 

Wedding requests can be placed up to a year in advance, except for the Fall Semester.  Requests for the Fall Semester cannot be made until the academic schedule and football schedule are finalized.

 

Only the bride, groom, or their immediate family members may make reservations.

 

Recruiters

If you are interested in using one of our spaces for recruiting, please contact Crystal Jones (434-924-8908), the Employer Relations and Events Coordinator, at University Career Services.

 

External Clients, Alumni and UVA Staff (not requesting for a department or CIO)

All other requests are reviewed on a case-by-case basis. Please submit them through our External Client Space Request form.

 

If you are affiliated with the University of Virginia, but are not requesting on behalf of a department or CIO, you should also use the external client space request form.

 

Banner Policy

Banners can be no larger than 60” x 80”.  If the banner is not made from a fabric bed sheet, it must have grommets for hanging.  Banners must be brought to the Event Planning Services Office by 4:00 p.m. on the THURSDAY before the reservation begins.

Banners will be discarded after use, unless you have informed us otherwise.  If you have requested to have your banner returned, it will need to be picked up by 5:00 p.m. the Friday following the end of your reservation.  You may pick up your banner from our office (Newcomb Hall 436).

 

Further Assistance

If you need assistance with making requests through our office or have a general question, and could not find the solution here, please contact us Monday – Friday, 9 am – 5 pm:

The Office of the Dean of Students
Event Planning Services
eventplanning@virginia.edu
434-924-7225