EMS

Breadcrumb

Purpose of the Event Managemetn System (EMS)

  • To reserve a room and request room set-ups, equipment management, technology, and catering needs for all events including large-scale or high profile events
  • To avoid double-booking and room schedule conflicts
  • Assess and report usage and planning for the following year
  • To effectively communicate campus event activity to all stakeholders and constituents

Event Approval & Reservation Procedures

Please review the current event approval process and complete the appropriate first step for events and meetings. Proof of event approval is required prior to reserving space on campus.

System Users

WebUser

A representative of a club or student organization, department, or office who is requesting a meeting or event space on the Whittier College campus or formally informing the campus of an off-campus trip or event. All departments and active recognized clubs/organizations are provided an EMS username and password through the Office of Student Engagement.

SuperUser

The person responsible for reviewing and processing WebUser requests based on the availability of location, date, time, and Whittier College policies and procedures. This is the only person who can approve a request to be placed on the EMS platform.

Administrator

The person responsible for managing the approved requests specific to their area (i.e. technology, catering, or facility requests). The administrator will edit requests and correspond with the WebUser whether or not the request can be accommodated.

Reservation Process Overview

Step 1

A WebUser submits a request for an on-campus location to be reserved and/or an off-campus event to be approved and displayed on the EMS platform. Requests must be submitted at least 30 days in advance of the desired date. WebUsers are asked to request only the event start and end time on their initial requests. Any additional time needed before or after the event should be noted within the notes section of the request.

Step 2

A SuperUser reviews requests and approves or denies accordingly based on availability of location, date, time, and Whittier College policies/procedures. The SuperUser also corresponds with the WebUser within a week of the request. EMS confirmations and reservation numbers are sent via email. If additional information or in-person meeting is required, this will be emailed or noted within the notes area of the EMS reservation system as “In Progress.” Some spaces on campus have guidelines and restrictions regarding minimum time gaps between events. See tips section below for more information.

Step 3

An Administrator (i.e. Facilities) reviews the approved requests specific to their area, edits notes or equipment as needed, and corresponds with the WebUser to manage technology, catering, or facility requests. Please correspond directly with the Administrator if there are changes or additions to requests after the EMS confirmation has been emailed.

Tips for Submitting a Request

Access the EMS platform and select “Log in” under the “My Account” tab. 

  • EMS WebUsers must log into the system with a pre-assigned department or student organization username and password in order to make reservations. If login information is unknown, please contact Eva Covarrubias at 562.907.4986.
  • All requests for spaces and set-ups must be submitted at least 30 days in advance. Furniture set-up or catering requests may not be able to be fulfilled if a request is made less than 15 days in advance. Rental of equipment, including sound equipment,may be required if it is not available on campus.
  • Requests are processed on a first-come, first-served basis and should be submitted even if details are incomplete or undecided. Details can be arranged and reservations can be edited with respective administrators at a later date. 
  • Requests should only include actual event time. Additional set up or break down time can be requested via the notes section of the reservation form. Only the event's actual time will display on the EMS Calendar.
  • Multiple requests for the same space can be included in one request. Any differences in time for one or more dates may be noted in the set-up section of their reservation form.
  • Doors cannot be unlocked by Campus Safety without an EMS confirmation number. Doors will remain locked until the event coordinator calls and requests they be unlocked.
  • For a faster response to your requests, please enter the name, employee email, and phone number of the person coordinating the event under “Contact” instead of the organization/department information that is pre-populated.

Tips for Reserving On-Campus Events

If you require furniture set-up, or additional media for an event within a classroom space already reserved through the Registrar or managed by your department then you will still need to enter a request in EMS and receive an EMS confirmation number to reserve those items. 

  • When reserving a classroom for a special event WebUsers should use the room reservation tool as a guide, however you still need to submit a request for that room on EMS. For the most accurate search results, enter the date range not the semester. 
  • Do not reserve classrooms for non-class events directly through the Registrar’s office.  
  • When booking an outdoor location, please consider reserving an alternate location in the event of inclement weather. 

Tips for Requesting Furniture  

Furniture requests cannot be completed without an EMS confirmation number.

  • The furniture inventory is limited therefore requests will be processed on a first come first serve basis 
  • Facilities staff must move all furniture. You cannot volunteer to do it yourself 
  • Furniture from Club 88, Campus Center Courtyard, Villalobos Hall, or Memorial Chapel CANNOT be removed for use in other facilities 
  • Reservations must include a request for pick-up of the equipment after an event. You can add where you want the items delivered in the notes section 
  • The following items CANNOT be requested from facilities and will need to be rented if needed: 
    • Podium, popup tent/canopies, generator, stage, riser, extension cords 
  • The event organizer / responsible department will be billed for any damage done to equipment or reserved spaces, for any non-returned items borrowed, or for any overtime work required 
  • For more information contact Sarah Dudley or (562) 907-4200 ext. 4261 

Tips for Requesting Set-Ups & Break-Downs 

Room set-ups requests cannot be completed without an EMS confirmation number.

  • Set-ups and take downs cannot occur after 3 p.m. or on the weekend (i.e. weekend events are set up on Friday) as the facilities staff is not available. Note: If set-up is absolutely necessary after hours or on the weekend overtime pay may be charged. 
  • For more information contact Sarah Dudley or 562.907.4200 ext. 4261 

Tips for Using EMS 

  • Reservations must be submitted at least thirty (30) days prior to the event date
  • EMS is based on the east coast therefore times are based on EST 
  • The following event types do not show up on the Reservation Calendar: meetings and New Member Education; therefore if you do not see an event booked on the calendar do not assume that the space is available  
  • Facilities and Campus Safety, CANNOT assist event organizers without an EMS confirmation