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Event Planning

Advanced Reservations

The Spring 2022 Reservation Request period begins on 10/13

  • Student organizations will need a virtual EMS contact in order to submit reservation requests for Spring 2022.  Organizations needing to update their virtual EMS contact can do so via the change virtual EMS contact form.

Timeline

  • October 13 - October 31
    • Major Event Request Priority Time Frame (Details for what qualifies as a Major Event can be found below)
  • November  3 - November 12
    • Performance Organizations Initial 6 Hours Request Priority Time Frame
  • November 3 - November 12
    • Weekly Meeting Request Priority Time Frame
  • November 13 -December 3
    • Performance Organizations who did not meet the Priority Time Frame
  • November 13 - December 3
    • Weekly Meeting Requests from student organizations who did not meet the Priority Time Frame
  • November 29
    • 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)

Criteria for submitting your Major Event 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 include them in the notes field after every location request

Available programming spaces and space specific information:

  • 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

Dates to know and consider:

  • January 12 – Classes Begin (academic)
  • January 17 – Martin Luther King Day (university holiday)
  • February 4-6 – Winterfest Weekend (community weekend)
  • March 2 – Ash Wednesday (religious)
  • March 5-14 – Spring Break (academic)
  • March 7 – Great Lent Begins (religious)
  • March 17 – Purim (religious)
  • March 19 – Holi (religious)
  • April 3-May 1 – Ramadan (religious)
  • April 15 – Good Friday (Christian) (religious)
  • April 15 – Passover (religious)
  • April 17 – Easter (Christian) (religious)
  • April 19 – Ridvan (religious)
  • April 22 – Good Friday (Orthodox Christian) (religious)
  • April 24 – Easter (Orthodox Christian) (religious)
  • April 26 – Last Day of Classes (academic)

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, to their Gene Vogler (Reservation Coordinator) via email at gene.vogler@rochester.edu or your primary advisor.