Advanced Reservations

Spring 2023 Advanced Reservations

The spring 2023 reservation request period begins in mid-October, 2022. 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

  • Student organizations will need a virtual EMS contact in order to submit reservation requests for Spring 2023. Organizations needing to update their virtual EMS contact can do so via the change virtual EMS contact
  • Updates about each time frame will be sent out as we approach each time frame.  Please note that all time frames are subject to change.  All submissions will need to be made via VEMS.  All time frames will open at 9am and will close at 11:59pm on the dates listed below.  (New templates will appear on your VEMS account the day that time frames open) 
  • All priority time frames will be conducted in a best fit manner.  This means that we will collect requests throughout the entire time frame listed and then after the last day of each period the reservation coordinators from across campus will meet and place all the requests from student organizations and departments in a best fit manner.
  • Reservations submitted after the priority time frame will be conducted in a first come first served manner.
  • Please note that not all locations will be available in all time frames.
  • The first time frame is the Major Event Time Frame.  Additional information on what qualifies for this time frame can be found below.

Timeline

  • October
    • 12th: Major event template opens.
    • 24th: Major event template closes at 11:59pm.
  • November
    • 1st: Confirmation emails for major events sent out. Practices and rehearsals original 6 hours template opens.
    • 13th: Practices and rehearsals original 6 hours template closes at 11:59pm.
    • 15th: Confirmation emails for practices and rehearsals sent out.
    • 16th: Template for reservations requests for meetings/information sessions opens. 
  • December
    • 7th: Template for reservations requests for meetings/information sessions closes at 11:59pm.
    • 21st: All confirmation emails are sent out by this date for all spring reservations.
  • January
    • Standard template access opens for all student organizations and all activities.
  • TBD
    • Club Sports Reservations Priority Time Frame
    • Club Sports Reservations who did not meet the Priority Time Frame
    • Reservations in Athletics and Recreation Spaces (This include locations in Goergen Athletic Center and Outdoor Athletic Fields)

Major Events

  • 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 include them in the notes field after every location request

Programming Spaces

  • 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
  • Douglass Ballroom
    • 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
  • Large auditoriums
    • Hoyt
    • Hubbell
    • Sloan
    • Wegmans 1400
    • Morey 321

Key Dates

  • January 11th – Classes Begin
  • January 16th – Martin Luther King Day (No classes)
  • January 22nd – Lunar New Year
  • February 3rd – WinterFest (Community Weekend)
  • February 4th – WinterFest (Community Weekend)
  • February 5th – WinterFest (Community Weekend)
  • February 14th – Valentines Day
  • February 18th – Maha Shivaratri
  • February 22nd – Beginning of Lent/Ash Wednesday
  • March 4th – Spring Break Begins (No Classes)
  • March 12th – Spring Break Ends (No classes)
  • March 17th – St. Patrick’s Day
  • March 22nd – Ramadan Begins
  • March 30th - Ramanavami
  • April 2nd – Palm Sunday
  • April 5th – Passover Begins
  • April 7th – Orthodox Good Friday
  • April 9th – Orthodox Easter
  • April 13th – Passover Ends
  • April 14th – Ramanavami
  • April 21st – Ramadan Ends
  • April 21st – Ridvan Begins
  • April 21st – SpringFest (Community Weekend)
  • April 22nd - Eid al-Fitr
  • April 22nd – SpringFest (Community Weekend)
  • April 23rd – SpringFest (Community Weekend)
  • April 26th – Classes End
  • April 27th – Reading Period Begins

Additional Information

Our Reservation Coordinators 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 Gene Vogler (Reservation Coordinator) via email at gene.vogler@rochester.edu or your primary advisor.