New Reservation Requests for 2017-2018

Registered Student Organizations - Important information regarding reservation requests for 2017-2018

IMPORTANT DATES REGARDING RESERVATION REQUESTS

As the Event Management office continues to implement features of EMS (our reservations software), we will update forms to streamline the request process. The form for requesting recurring (weekly, biweekly, etc.) meetings will be the first one to change. As part of these updates, organization reservation requests, changes, cancellations, etc. for all events, recurring or special, must be made by the Reservations Coordinator as listed on the organization’s Laker Life roster.  The Reservations Coordinator must be registered for the Fall 2017 semester.

Please read the important information below regarding reservations and Laker Life.

  • Update your organization’s Laker Life roster prior to the end of each semester.
    • Create up to two Reservations Coordinator positions. (The Event Management office will only recognize two reservations coordinators per organization.) Only reservation requests submitted by a Reservations Coordinator will be accepted for review and processing. Requests submitted by others will not be accepted.
    • Our reservation software (EMS) is updated daily with MyOswego and will only include the Primary Contact and Reservations Coordinators if they are enrolled for the current semester. At the end of each semester make sure that the Primary Contact and Reservations Coordinators are registered for the following semester.
    • If you need guidance in updating your organization roster, visit Manage Your Organization Roster .

 

  • The request form for Fall 2017 recurring meetings will be available July 17, 2017*.                                                  
    The request form for Spring 2018 recurring meetings will be available January 18, 2018*.                                                                                     
    • Instructions will be available on the Event Management web page.
    • Here is important information regarding recurring meetings:
      • Requests must be submitted by your reservations coordinator on the appropriate form.
      • Your confirmation of reservation will be sent by email to the reservations coordinator.
      • Due to the demand for student organization meeting space, we will not schedule meetings for longer than three hours. If your organization would like to request a longer time, your reservations coordinator must email eventres@oswego.edu no earlier than two weeks after the start of the semester. Make sure you include the reason for the request.
      • If your organization would like to make changes to the confirmed reservation, your reservation coordinator must email eventres@oswego.edu no earlier than two weeks after the start of the semester. We will communicate by email regarding the status of your change request.
      • If your reservations coordinator submitted a request for recurring meetings prior to May 9, 2017, we will accept your request on the old form. Your request will be reviewed no earlier than July 17, 2017.

 

  • Requests for special events that will occur during the Fall 2017 semester are now being accepted.         
    Requests for special events that will occur during the Spring 2018 semester will be accepted beginning September 15, 2017.
    • Requests must be submitted by your reservations coordinator on the Event space request form.
    • Your confirmation of reservation will be sent by email to the reservations coordinator.
    • All changes, additions or deletions to your confirmation, must be made by the reservations coordinator.
    • Check EMS Portal (formerly Virtual EMS) for space availability.