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.
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.
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.
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.
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.
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.
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.
Access the EMS platform and select “Log in” under the “My Account” tab.
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.
Furniture requests cannot be completed without an EMS confirmation number.
Room set-ups requests cannot be completed without an EMS confirmation number.