Space and Event Scheduling Policy and Procedures

The purpose of this policy is to ensure that meeting rooms, conference rooms, classrooms, and event spaces are reserved using a consistent and approved process. This policy only applies to non-academic reservations only. Academic classes take priority over all other events. All Existing classes will not be relocated to accommodate meetings or events.

Proper room scheduling helps prevent booking conflicts, ensures resources are available when needed, and allows sufficient time for event planning and support services. All room and event requests must be submitted through Virtual EMS at event.williamjames.edu, unless otherwise specified. 

Virtual EMS is accessible both on and off campus, allowing faculty and staff to submit and manage reservations from any location.

Submitting requests through the designated scheduling system helps ensure that facilities, technology, catering, and other event-related needs can be reviewed, coordinated, and supported appropriately. Whenever possible, room reservations and event requests should be submitted in advance to allow adequate time for planning and approval.

1. Log in to Virtual EMS.
2. Select My Events.
3. Choose the reservation you would like to modify.
4. Follow the prompts to:
   • Edit the reservation
   • Cancel the reservation.

• Faculty and staff may reserve meeting or conference rooms for up to 4 hours.
• Students may reserve meeting rooms for up to 1 hour.
• Requests that exceed these limits must be submitted to Kevin_Costello@williamjames.edu.
• Reservations within the standard time limits must be submitted through Virtual EMS and will not be accepted by email.
• All meeting and conference rooms are equipped with a phone.

Faculty and staff may reserve classrooms at any time when:

• Fewer than 25 attendees are expected.
• No assistance from Facilities or IT is required.

Reservations Requiring 3 Weeks Advance Notice

Classroom reservations must be submitted at least three (3) weeks in advance if any of the following apply:

• More than 25 attendees are expected.
• The room setup must be changed from the standard U-shaped configuration.
• Technology support is required (projectors, microphones, etc.).
• A conference phone is required.

Additional Requirements

• Room setup and technology requirements must be specified during the reservation process.
• Classroom reservations are typically confirmed within 48 hours.
• Space must be confirmed before the event is publicly announced.
• Event details should be finalized with the appropriate departments within three (3) days of the event.