When planning an event on campus there are some very important items to know:
- Allow yourself enough time for planning your event.
- Do not advertise or sign any contract until your event has been approved by Conference Services.
Pre-Planning is Necessary
Events may require several approvals and therefore most events require advance planning.
Your first step in planning an event is to secure a date and location for your event.
Making Room/Location Reservations
You can either self-select a location using the EMS WebApp or you can contact Conference Services to see what locations may be available.
EMS WebApp (Event Management System)
EMS WebApp is Messiah's scheduling software located at http://ems.messiah.edu/emswebapp. This is the preferred way to self-select and reserve your room/location. A valid account is required to use the EMS WebApp. Contact Room Reservations for assistance in setting up your account at email@example.com.
The EMS WebApp allows you to view rooms available on your event date and time as well as their location. Once a suitable room is located, you will place a "hold" on it blocking any additional scheduling.
Conference Services will give final approval to your room request within a day or two. The approval is for the room only, and NOT for your planned event.
The second way is to contact Room Reservations via email at firstname.lastname@example.org. Include the name of your event, campus group sponsoring the event, your name, group’s advisor’s name, requested date, start time and end time, preferred location, and expected number of attendees. Room Reservations will try to secure your preferred location if available. If unavailable, they will reserve and present you with a suitable alternative for your event.
Event Approvals or Additional Forms Required
Approvals are required for events that are SGA funded, are fundraisers, include dancing, where a movie is shown to the entire campus and/or the public, or has food requested.
Approvals are also needed if your event includes an off-campus speaker and/or performer; or if any off-campus vendor/speaker/performer is selling their merchandise.
Events with Off-Campus Speakers/Performers: Events with an off-campus speaker/performer must be approved by the Office of Conference Services before a contract can be signed. This is to insure that the space and all components, such as sound & lighting tech support, tables & chairs, etc. are available. Before a contract is signed, Conference Services is willing to look at any tech riders to make sure we can supply everything that the speaker/performer is requesting. If a contract is signed prior to Conference Services’ approval, the signing group is responsible to rent any sound & lighting tech support or extra set-up needed.
Conference Services will work with you to gather the necessary approvals for your event.
Event Description (ED)
Several weeks prior to your event an Event Coordinator from Conference Services will contact you to go over your event details. These details will then be written out in a work order called an Event Description (ED). Immediately review your copy of the ED for accuracy. Additional copies will be circulated to all the on-campus providers so your event room layout meets your approved requirements.
Conference Services is dedicated to helping you make your event a success. Please feel free to call us for assistance at extension 6009.