EMS

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Purpose of the EMS System

  • 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

Upcoming Reservation Dates

The EMS system is temporarily closed until further notice. Student organizations and clubs should use the Engage platform to register events and meetings. For additional assistance, please e-mail studentengagement@whittier.edu.

System Users

WebUser

A representative of a club or student organization, department, or office who is requesting 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 availability of location, date, time, and Whittier College policies and procedures (see corresponding flowchart for in progress, denials, and approval processes). This is the only person who can approve a request to be placed on the EMS Reservation System.

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 a request for an on-campus location to be reserved and/or an off-campus event to be approved and displayed on the Event Management System (EMS). Requests must be submitted at least 14 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. Media Services, Poet Entertainment, Catering, and/or 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 Event Management System (EMS) 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 non-Whittier College guests must reserve through the Conference Services Office.
  • All requests for spaces and set-ups must be submitted at least 14 days in advance. Furniture set-up, catering, or media requests may not be able to be fulfilled if a request is made less than 14 days in advance. Rental of 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 in the EMS Reservation 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 Spaces During Summer

Tips for Using EMS

  • Reservations must be submitted at least fourteen (14) days prior to the event date. EMS is set to Eastern Standard Time.
  • Meetings and New Member Education events do not show up on the Reservation Calendar. If you do not see an event booked on the calendar do not assume that the space is available 
  • Catering, Facilities, Campus Safety, Poet Entertainment, and Media Services CANNOT assist event organizers without an EMS confirmation
  • Student organizations must first have event and space confirmed before submitting funding requests to ASWC

Marketing Your Event

If you'd like to market your event to an external audience you can submit a request for your event to be placed on the Web Calendar managed by the Communications Department. Adding an event to this calendar is solely for marketing purposes and does not guarantee reservation of space, equipment, or catering.