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How To Register An Event

Registering Your Event

All student organization events must be registered on CampusGroups

  1. Log on to CampusGroups using your ULID and password and use the Event Approval Form
  2. Complete and submit the form. You will receive an e-mail response when your event is ether approved or denied. If denied, a full explanation and steps to complete in order to gain approval will follow.
  3. To request an event on Rex Street, you need to submit the request at least 5 buisness days in advance, to request at the Quad at leat 10 buisness days in advance, and the Student Union booking require 2 weeks prior notice. 
  4. Remember for Studnet Union Booking, you also have to sumbmit a request on EMS. Every organization is allowed to have two EMS requesters by the Student Union.One must be the current President. You can request an account here 
  5. Some suggestions:
    • Make your title something catchy, your summary informative, and upload a picture.
    • You can request inclusion in the Student Engagement Calendar! This will put the event on our Student Affairs Calendar. 
    • After you have completed all data, click submit. 
    • Please note:
      • There are often multiple people, offices, or approvals that events must pass through. It is IMPERATIVE that you book events no less than two weeks in advance so that the paperwork has ample time to be processed.
      • You will enter the pertinent information, including location, number of attendees, contact information, etc.
      • If your request requires extra review, please make sure to copy and paste the email shown correctly. 
  6.  Your event will not be approved until every necessary approval has been confirmed by the Office of Student Engagement and Leadership. 
  7. Once your event has been approved, make sure to invite your members! 

**SPECIAL NOTE ABOUT BAKE SALES**  Bake Sales must be registered with Sodexo. Email Ms. Nellie Watkins with your proposed date, location, times, and what you will be providing. Forward her response to the Office of Student Engagement and Leadership.

 

Booking a Display Case in the Union

  1. Display cases must be booked through Virtual EMS by an authorized EMS User. Student Organizations may have up to two authorized EMS Users. One must be the current President. The other is designated by the President. Usually, this is the Secretary or Event Coordinator.
    • If you need to change EMS Users, first, make sure the information on your Engage profile is correct- the current President and EMS Requestor are listed in the Organization Profile. (Note: Every time you update information, you must go through the entire profile to the end to click "Submit".)
    • To decrease the time it takes to get you set up, make sure to create your account and email the Office of Student Engagement and Leadership informing them that you need access.
  2. Log in to Virtual EMS with your username and password. EMS locks out reservations two weeks in advance to the minute. To be safe, book your display case at least 15 days in advance.
  3. Under "My Reservation Templates", click "book now" for "Student Organizations- Union Room/Space Request". 
  4. In the "Date & Time" box, choose the first day of the month you wish to utilize the display case. Display cases are booked by the month, so choose the first no matter which day of the week it is. 
  5. Then click "Recurrence". Under "Repeats", choose "Daily" and leave it as "Every [1] day(s)". Start date should be the first day of the month. End date should be the last day of the month. You may only request one month at a time. Your start time should be 12 AM and your end time should be 11:45 PM. It is important that you book this time frame. Do not book it for 1 hour a day, or your request will not be processed. Click "Apply Recurrence".
  6. Under "Let me search for a room", click "Search". (There should be no setup type, and number of people=1).  
  7. You will now see a list of available Display cases. Under "Available" you will see a number like "31/31" or "15/31". This indicates the number of days the display case is available out of the number of days you requested. Select one that is available for the entire month by clicking the blue plus sign next to it. It will ask you to confirm your attendance and set up type. Click "Add Room". Then click "Next Step". The next page is not applicable (you should not need A/V, etc.), so click "Next Step" again.
  8. Under "Event Name", type something like "[Your Organization Name] Display Case". Event Type should be "Info Table". Fill out the Organization Details. The event time is "All day". 
  9. In "Description of Event", include a brief description of your display case. (Ex. "Student Leadership Council display case to inform students of organization." or "Showcase of MISSO's Spring Culture Night").
  10. Under Beverage/Catering and Alcohol, select "No".
  11. Indicate how charges will be paid if incurred. You are unlikely to have charges unless you damage the case. For most organizations, "Check" is appropriate.
  12. Your participants are Students.
  13. If you are sharing the case with another organization or department, indicate that under "Is this event co-sponsored?" and list who you are sharing it with. 
  14. For A/V, select no.
  15. Submit!

Remember!! Display cases are only booked for one month at a time, for the entire month!!!

 

If you have any questions, please let our office know! We are happy to assist you!

EMS Walkthrough

  1. Log in to Virtual EMS with your username and password.
    • If this is your first time using EMS, you will need to Request an Account using the green button on the right. Please make sure to include the organization you are requesting access on behalf of. Requests must be manually approved, so it may take 1-2 business days to complete. If you have questions, you may email the Office of Student Engagement and Leadership.
    • Student Organizations may have up to two authorized EMS Users. One must be the current President, as listed on OrgSync.com. The other is designated by the President. Usually, this is the Secretary or Event Coordinator.
    • If you need to change EMS Users, first, make sure the information on your OrgSync profile is correct- the current President and EMS Requestor are listed in the Organization Profile. (Note: Every time you update information, you must go through the entire profile to the end to click "Submit".)
    • To decrease the time it takes to get you set up, make sure to create your account and email the Office of Student Engagement and Leadership informing them that you need access.
  2. Under "My Reservation Templates", "book now" next to "Student Organizations- Union Room/Space Request".
  3. In the "Date & Time" box, choose the date of your event. If your event repeats, you can choose "Recurrence" to book all dates on one reservation. There is even an option for "Random", if your dates are not regular (like every week). 
  4. Select the Start and End Time of the Event. The system automatically blocks out time for you to set up/tear down the room. If you need more than an hour for set-up, please indicate that in the notes. 
  5. If you know the name of the room you would like, search for it under "I Know What Room I Want". If you don't know, select "Let Me Search for a Room". Choose your set up type and expected number of people in attendance and then click "Search". 
  6. You will now see a list of rooms that meet your requirements. Rooms that are blue between the two red lines are unavailable for the time you have requested. Rooms that are white between the two red lines are available. Select from one of those.
    • If you have multiple dates, under "Available" you will see a number like "31/31" or "15/31". This indicates the number of days the room is available out of the number of days you requested.
    • Select one that is available for the most days by clicking the blue plus sign next to it. It will ask you to confirm your attendance and set up type. Click "Add Room".
    • If you were not able to book one room for all days, then it will give you a list of rooms available during the remaining days. Select your next choice. Continue until all your dates are booked.
  7. Then click "Next Step". 
  8. If you have A/V needs, fill out the next page with your requests. Then click "Next Step".  
  9. Under "Event Name", type something descriptive like "[Org Name] Meeting" or "Spring Gala". Select the appropriate Event Type. Fill out the Organization Details. 
  10. Confirm the actual time of the event. 
  11. In your brief description, please indicate any set up needs you may have. Include a brief but descriptive explanation of your event. (Ex "Need approximately 45 minutes to set up and 20 minutes for tear down. Student Leadership Council end-of-year awards ceremony" or "No set up/tear down needed. General meeting for Campus Cats.").
  12. If you require Beverage/Catering service, please indicate that, or if you will be serving alcohol. 
  13. Indicate how charges will be paid if incurred. Most organizations do not incur charges to utilize Union space. You are only charged if the Union incurs an extra cost (such as renting equipment for your event). For most organizations, "Check" is appropriate.
  14. Your participants are likely Students.
  15. If you are are hosting this event with another organization or department, indicate that under "Is this event co-sponsored?" and list who you are sharing it with.
  16. If you had any A/V needs in step 8, select "Yes". If not, select no.
  17. Click "Create Reservation". 
  18. You should receive an automated email with the reservation request. You will receive confirmation at a later date from the Student Union. If you have any questions, you may contact the Office of Student Engagement and Leadership or the Student Union.