Event Planning

Standard Templates:

4 Day: No ECM, Catering, or Non-Budgeted Funding: Must be submitted at least 4 days in advance. This template is for requests that do not need services and are looking to be in a standard classroom or meeting room that is just being used "as-is"

14 Day: Has Services/Specialized Spaces: Must be submitted at least 14 days in advance. This template is for spaces that require additional approval or are planning to request services in the activity registration process.

30 Day: Major Event: Must be submitted at least 30 days in advance. This template is designed for Major Event requests that would fall into the 30-day category for the Activity Registration process.

Student Activities Van Requests: Must be submitted at least 14-days in advance with the name of the approved driver. See the SA Vans page for more information.

Special/Seasonal Templates:

Athletic and Recreation Spaces: Template for Student Organizations to request space in the GAC and other spaces managed by the Department of Athletics and Recreation. Prior approval required. Organizations can email Tracey DeMersman ( demersman@sports.rochester.edu) to request the template.

College Town Studio: to reserve the off-campus rehearsal space available to select organizations who have completed the required paperwork. Email WCSA@rochester.edu for more information on the current process.

Advance Reservation Templates: They come in various names, starting with the semester they are for. There are three different templates for the three rounds of advance reservations: "Major Events", "Practices & Rehearsals", and "Meetings and Other Events". Visit the Advance Reservation page for more information on the advance reservation process.

For Student Organization reservations, here is a breakdown of the different statuses you may see connected to your reservation requests!

Your request is still pending approval:

WC - Web Self-Service: Submitted request; will not receive services. 

WC - Web Service or WC - Event Location Request: Submitted request, and is expected to need services. 

WC - Advance Request: Request submitted during the advance reservation process.

WC- Special Review or WC-Tentative: Your reservation request has been sent for additional review.

WC - Hold: Check your email! We sent you some questions. 

Your reservation request is approved!:

WC - Confirmed Self-Service: Confirmed reservation; services are not needed. 

WC - Confirmed: Confirmed reservation, and is expected to have services pending an approved activity registration. 

WC - Display Confirmed: A confirmed reservation for Banners, Chalkboards, or Awareness Displays

Your request is not approved:

Cancelled: The Reservation request was canceled by your organization or denied by the reservation team. Depending on the template you used, you may be able to resubmit by editing the location, time, or date. If it had been denied by the reservation team, you would have received an email notice with the reasoning.

One-Time Reservation:https://scribehow.com/shared/How_To_Request_a_One_Time_Reservation_In_Virtual_EMS__dLIrqNlfQ7WhxJeZSIyhQA  

Recurring Reservations:https://scribehow.com/shared/How_To_Request_A_Recurring_Reservation_in_Virtual_EMS__kAwlkA0ORtmpHPuwdY9Phw?referrer=workspace 

How to view, edit, or cancel a reservation:https://scribehow.com/shared/How_to_View_Edit_or_Cancel_a_Reservation__JlSpO4uSSQanCn1mdS3sTA?referrer=workspace  

A same-day reservation should only be used for last-minute or emergency meetings on the day needed during scheduled building hours.  Services (AV or tech support) will not be available or provided.  Room usage rules still apply.

Meeting or conference rooms in the following student life spaces are available for same day reservations*:

• Wilson Commons
• Douglass Commons
• Genesee Hall
• Spurrier
• O’Brien Hall

All other meetings (i.e., recurring meetings, executive board, event planning, general interest meetings, etc.) should follow our standard reservations process. 

Who can request a same-day reservation?

Only executive board members currently listed on an SA-recognized organization’s CCC page or staff members of the University of Rochester may request a same-day reservation. 

How do I make a same-day reservation?

Student organizations must make same-day reservations in person at the following locations:

• Wilson Commons/Douglass Commons – Campus Information Center in Wilson Commons
• Spurrier/Genesee Hall – Building manager desk in Genesee Hall or Spurrier
• O’Brien – O’Brien service desk

What are the restrictions?

Although same-day reservations can be made in most rooms throughout student life spaces the following locations cannot accommodate these requests:

• Community Kitchen
• Feldman Ballroom
• Spurrier Dance Studio
• Hartnett Art Gallery
• Rocky’s Sub Shop & Lounge
• Academic Buildings

Organizations or departments found to be consistently requesting same day reservations will be contacted by the Reservation Team.

Students can reserve Wilson Commons 504 for individual use by visiting the Campus Information Center on the 2nd floor of Wilson Commons. Reservations are limited to specific purposes (listed below) and may be made no more than 4 days in advance. The maximum reservation duration is 4 hours. The room will automatically unlock at the reserved time. If you would like a “Do Not Disturb” sign, you can request one from the Campus Center Building Manager (585-329-9093). Reservations found violating the permitted use policy will result in the loss of reservation privileges. 

Permitted Use: 

• Interviews and job preparation 
• Online tutoring sessions 
• Telehealth appointments (online medical care or counseling) 
• Testing 

Prohibited Use: 

• Any activities that do not fall within the permitted use, including but not limited to: 
• Individual study 
• Personal meetings 
• Student organization activities 
• Study sessions 

The following spaces may not be able to be reserved at the same time depending on the types of event going into each space. This is to help reduce noise conflicts within the spaces. 

• Hirst Lounge and Gowen Room
• May Room and Bridge Lounge
• Ballroom Sections
• Hirst Lounge Event and Information Tables
• Wilson Commons Front Porch and Wilson Quad (East)/Wilson Quad (Entire)
• Upper and Lower Strong

A blackout date is a date idenitified by ECM that they are no longer able to support events on that date or weekend due to the number of requests already approved for that date. You are still able to request a reservation for a blackout date, but you will be limited in the support you will be able to receive. 

Approved: Self-service technology, small furniture requests for outdoor locations, equipment from the supply & resources request form, information tables, etc

Not-Approved: Major events with technicians, large furniture set-ups, etc

Reach out to your advisor with questions.

Many organizations schedule weekly recurring rehearsals in Wilson Commons. WCSA has a policy of ten hours per organization per week for rehearsal time. This is to ensure all dance organizations have equal opportunity to submit reservations in the limited number of rehearsal spaces.

An email will be sent out to all dance organizations and committees outlining a two-week period when Virtual EMS is open for the primary six-hour reservation period. After that two-week period has ended and each organization has received a confirmation email for their primary six-hour reservation submission, Virtual EMS will open for dance organizations and committees to submit requests for additional rehearsal reservations. Rehearsal reservation requests over 10 hours per week must submit an exception form.

Recurring rehearsal reservations scheduled in performance venues may be “bumped” for a special event or performance. WCSA attempts to avoid this circumstance, and when possible an alternate location will be scheduled. The contact person for the rehearsal reservation will be notified via email. Rehearsal reservations will not be “bumped” if the reservation is within two weeks of the organization’s show.

For shows in Strong Auditorium, organizations can schedule a dress rehearsal and technology meeting with ECM prior to the show.

For a course-related student request, the student must bring the request to their instructor/academic department. If the department wishes to grant the request, the department will then reserve the room through Virtual EMS.

Student organizations are able to submit reservation requests for study hours. A member of the organization, acting as the responsible party, must be present for the duration of your reservation. You can reserve up to eight hours of study hours per week and four hours per day. Some building have additional limitations:

• Frederick Douglass Commons and Genesee Hall—Weekly study reservations sponsored by a student organization can be scheduled for up to three hours per week. There are no extended study hour blocks during reading period and final exams.
• Wilson Commons—There are no study hours permitted in Wilson Commons.

You are responsible for the space during your reservation and any damage incurred during your reservation is your organization’s responsibility. Study hours can be moved or canceled for special events and the contact person will be notified via email. Study hours will not be processed until after the first full week of classes.

For any weekly meetings, chapel-advised organizations are encouraged to first seek meeting space in the Interfaith Chapel. In order to request recurring meeting space on campus, chapel-advised organizations must show that the chapel does not have availability for that meeting time. All organizations are welcome to schedule meetings in classroom locations.

If an organization is making a reservation for, or co-sponsoring an event with, a non-University entity, the organization must be present for the duration of the reservation. Standard student organization/department pricing may not apply. For any student organization in this situation, please consult with your organization’s advisor. 

If you represent a non-University entity or a scout troop, please contact Event and Classroom Management to discuss renting space on campus. 

Credit card vendors are not permitted to table in Wilson Commons. All vendor contracts are made at the discretion of University Student Life. 

Messy activities can only be performed in select locations on campus. Events with paint, glitter, or similar supplies can only be hosted in Hirst Lounge, Rettner Atrium, or outside. Events involving decorating food should consider using the Community Kitchen. Pie-in-face fundraisers, events involving dye (powder or liquid), or events with the potential to damage spaces or furniture can only be hosted in outdoor locations on the grass. Organizations and departments will be charged for any damage or cleaning required. Events must follow the below guidelines:

• Spills must be cleaned immediately.
• Any paint brush waters or other soluble solutions must be disposed of in the janitor's closet (call the Building Manager for access).
• Plastic table coverings must be used to cover all surfaces that may come in contact with the messy supplies and dispose of after use. Tables coverings may be requested from the Supply and Resource Request form (for recognized undergraduate student organizations).
• Floor coverings will be required for any event with an increased risk of dripped or dropped supplies (i.e.: pumpkins, glitter, snow globes, etc.). Recognized undergraduate student organizations can request a tarp to use as a floor covering in advance through the Supply and Resource Request Form or through ECM. Departments will need to provide their own floor covering or can request coverings from ECM.
  • ECM may charge an additional fee.
• The event space must be cleaned and returned back to the condition it was in at the start of the event. This includes cleaning any furniture or nearby infrastructure (sidewalks, walls, floors, etc.).
• Events are responsible for preventing their attendees from tracking any mess into other areas of the building and restrooms.

All animals used for events on campus must be registered therapy animals from a known agency (e.g. Lollypop Farms, etc.). All student organization events involving animals must be registered in CCC. 

Events with animals can be held in the following locations:

• Carlson Library
• Rush Rhees Library        
  • Hawkins Carlson Room
• Wilson Commons            
  • Hirst Lounge
  • May Room
  • Wilson Quad (Outdoors)
• Douglass Commons        
  • Ballroom
• The Chapel                  
  • Brennan Room
  • River Level
• Hill Court                       
  • Slater Community Room
• Jackson Court                
  • Wilder Lobby Lounge and Jackson Court Fireplace (outdoors)
• First Year Hill (including Genesee and Susan B Anthony)   
  • Harper Lounge**
• Residence Quads (including First-Year Quad Burton-Crosby and Fraternity Quad)           
  • Tiernan Community Room**
• Southside                     
  • Valentine Community room and Southside Courtyard (outdoors)
• Brooks Crossing and Riverview                     
  • Riverview Building F**

** indicates cat-friendly

Departments looking to request an exception should contact Lynn Stork. Student Organizations looking to request an exception must submit an Exception Form.

If there are five or more events scheduled on the Fraternity Quad, the Office of the Dean of Students may require public safety officers to be present. 

If one or more additional officers are needed the additional cost will be split equally among all groups hosting events. Factors that will be considered in adding the additional officers would include: 

• How many events have alcohol 
• How many are open to parties 
• How the events have been advertised 
• How many events are registered off-campus 
• If it is a holiday or other milestone in the calendar where there has typically been more potential for highrisk behavior (i.e. beginning or end of semester)