Advanced Reservations

Spring 2024 Advanced Reservations

The Spring 2024 reservation request period begins in early October 2023. Wilson Commons Student Activities and Event & Classroom Management are working hard to accommodate the requests and needs of many student organizations and departments. We apologize if your organization does not receive your first requested location choice.

Questions about this process should be addressed to Wilson Commons Student Activities via email at WCSA@rochester.edu or your student organization’s primary advisor.

  • General Information
    • Updates about each time frame will be sent out as we approach them.
    • All submissions will need to be made via VEMS. Organizations needing to update their virtual EMS contact can do so via the change virtual EMS contact form.
    • All time frames will open close at Noon (12:00 p.m.) on the dates listed below. (New templates will appear on your VEMS account the day that time frames open)
    • All reservations submitted within their time frame will be processed in a best fit manner after the template has closed. We will take all submitted reservations and place them where they fit best based on everything submitted.
    • Reservations submitted after their time frame has ended will be conducted in a first come first served basis.
    • Please note that not all locations will be available in all time frames.
    • Time frames are subject to change.
    • Any questions or concerns about this process can be sent to WCSA@rochester.edu or your student organization’s primary advisor.
  • Timeline
    • October 9 - October 23
      • Major Event Requests Reservation Period
        • Details for what qualifies as a Major Event can be found below
    • November 28 at Noon - December 5 at Noon
      • Practices and Rehearsal Reservation Period: Initial 6 Hours Request Time Frame
        • This does not include athletic spaces
        • The Spurrier Gym is not an athletic space and IS included
    • Early December
      • General Advance Reservation Period: Meetings, additional 4 hours requests for Practices and Rehearsal and any Major Events that missed the Major Event Request Period
    • Late December after all advance requests have been processed
      • Standard template access opens for all student organizations and all activities.
    • December
      • Reservations in Athletics and Recreation Spaces (This include locations in Goergen Athletic Center and Outdoor Athletic Fields)
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  • Criteria for Major Events Requests
    • Events that will have a minimum of 100 attendees
    • Large programming events such as:
      • Dinners
      • Performances
      • Large guest lectures
      • Galas/Dances
      • Large fundraising events
      • Fairs
      • Cultural exhibits
      • Symposiums
    • Events that require rooms in addition to those in this process should be included in the notes field after every location request
  • Major Event Locations
    • Upper Strong Auditorium
      • Event requests in Strong Auditorium with historical event attendance of less than 250 may be moved to another location.
      • For performance event requests, the rehearsal schedule for Strong Auditorium shows will typically be as follows:
        • Friday night events: Thursday evening to rehearse in the space
        • Saturday night events: Saturday during the day to rehearse in the space
    • Wilson Commons
      • Havens Lounge
      • Hirst Lounge
      • May Room
      • Gowen Room
      • Porch
    • Wilson Quadrangle
    • Spurrier Dance Studio
    • Feldman Ballroom, Douglass Commons
      • The Douglass Ballroom can be requested as one section, two sections, or the entire ballroom. If you need three sections, please request the entire ballroom. A specific bay will be assigned based on availability and best fit. 
    • Goergen Munnerlyn Atrium
    • Rettner Atrium
    • Green Lounge, Hutchison Hall
    • Large auditoriums
      • Bausch & Lomb 109
      • Dewey 1-101
      • Dewey 2-162
      • Hoyt Auditorium
      • Hubbell Auditorium, Hutchison Hall
      • Lander Auditorium, Hutchison Hall
      • Sloan Auditorium, Goergen 101
      • Wegmans 1400
      • Morey 321
  • University Dates
    • January 17 – Classes Begin
    • February 1-4 – Winterfest Weekend
    • March 9-17 – Spring Break
    • April 30 – Last Day of Classes (academic)
    • May 1 - Reading Period Begins

    You may also want to research various religious holidays while determining your preferred dates.