University Events are co-curricular or mission-related activities created and coordinated through faculty, staff, or students on behalf of an AU Department or program, or Recognized Student Organization.

Examples include:
 •  Speakers and Panel Discussions
 •  Workshops and Forums
 •  Receptions
 •  Social gatherings

⚠️ Events involving outside organizations, sponsors, or partners may be classified as "Hosted External Activities." This includes co-hosted or partnership activities, collaborative programs, association conferences, etc. 

Planning an Event

Event Hosts should allow sufficient time for completing these requirements and other event preparations. 

Recommended planning timeline: 
 •  Small scale events: Start planning at least 3-4 weeks in advance
 •  Large scale events: Start planning at least 8-12 weeks in advance to secure venues, vendors and marketing support

📚 Event Planning Resources
 ► Event Planning Guide and Checklist
 ► Event Planning Calendar
 ► Event Policies and Guidelines
 ► Campus Services and Resources
 ► Venue-Specific Scheduling Support & Event Services 
 ► EMS WebApp Help

Reserving Space for an Event

AU Faculty and Staff

 1. Log into the EMS WebApp
 2. Click on the Reservation Templates tab.
 3. Go to Department Event Request and click Book Now
  👉 AU Student-Staff will go to Department Event Request (student-staff) and click Book Now 

Event requests are routed to the appropriate scheduling office based on the requested location. The scheduling office will review space availability, coordinate required in-house services and resources, and determine whether additional approvals are needed before confirming the reservation.

Office conference rooms are primarily scheduled for administrative activities that are created and coordinated through faculty, staff and students, on behalf of a University department or recognized student organization for purposes of the work of that unit.

Examples include:
 •  Staff Meetings
 •  Member Meetings
 •  Cross-Departmental Meetings

⚠️ Before You Reserve

Office conference rooms in EMS are labeled to indicate access. Only reserve conference rooms that you are authorized to use. 

AU-wide conference rooms

These are available for any AU faculty/staff requester

These spaces include AU-wide in the room name. 

Example: MGSC 123 Meeting Room (AU-Wide)

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Office-specific conference rooms

These are limited to the staff/faculty within that office

These spaces include the responsible office name in the room name. 

Example: MGSC 456 Economics Conference Room (Economics)

Reserving an Office Conference Room

 1. Log into the EMS WebApp
 2. Click on the Reservation Templates tab.
 3. Go to Office Conference Room Reservations and click Book Now

Reservations are confirmed automatically after submission and an email confirmation will be sent as receipt of that reservation.

Managing your Reservation

To modify or cancel your reservation:
 1. Log into EMS WebApp
 2. Click on the My Events tab.
 3. Open your reservation.
 4. Use Reservation Tasks cancel the full reservation or remove individual bookings as needed

Questions?  Email [email protected]

Class-Related Activities are activities connected to a specific course and support the delivery of the curriculum. Class-Related Activity requests are intended for activities that supplement or support an existing course - not regular course scheduling.

Examples include:
 •  Course-related activities
 •  Activities tied to a specific course number
 •  Ad hoc instructional activities that support a course

🚫 Class-Related Activity requests are not for:
 •  Scheduling regular classes
 •  Changing an assigned classroom
 •  Moving a class due to room preference or classroom conditions
 •  Make-up classes
 •  Final exams or exam locations
 •  Supplemental Instruction
 •  Office hours
 •  Informal study sessions  

Reserving space

 1. Log into the EMS WebApp
 2. Click on the Reservation Templates tab.
 3. Go to Class-Related Activity Request and click Book Now

Class-Related Activity Requests must include:
 •  Course Information - Subject, Course Number, Section(s)
 •  Name of Instructor

Class-Related Activity Requests automatically place a hold on the selected space and route the request to Academic Scheduling in the Office of the University Registrar.  

Questions? Email [email protected].

Classroom assignments for academic classes and final exams are coordinated through department academic schedulers in partnership with the Office of the University Registrar - not through University Event Scheduling.

Need Assistance?

Faculty should work with their department's academic scheduler for course-related classroom needs.

Questions? Email [email protected]