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.
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.
Off-campus events and trips must be noted in EMS and all appropriate forms (i.e. Travel Agenda Roster and Student Activities Release waiver) must be submitted before departure.
Robinson Theater at Ruth B. Shannon Center for the Performing Arts Technician Services
Student listserv messages will not go out unless the event is approved through EMS. See full listserv guidelines in the Student Handbook
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.