Resources for Student Leaders

Event Management

Student organizations in good standing enjoy the privilege to reserve campus spaces for meetings and events. Events and meeting spaces are requested and approved online through the university's EMS Room Scheduling site. the University's Event Management System. Student organizations must register one member to access EMS on the organization's behalf using the EMS Organization Registration Form (pdf).

Planning a successful event often requires plenty of advance time, specialized knowledge in areas like risk management or audio-visual equipment, and adequate resources. Training and support is offered by Student Activities and Conference and Event Support Services staffs. Student organizations that are thinking of planning a large event are encouraged to work with ACE Board far in advance. ACE Board is involved in most large student events on campus and manages sound, lighting, and other services to produce such events.

Frequently Asked Questions

We need a student employee in our department to regularly assist with making reservations. How can they get access?

A staff or faculty member may delegate their EMS access to a student in order to assist in the performance of the staff or faculty members' regular duties. We provide details in EMS Delegation Instructions (pdf).

I'm not in a student club or organization, but want to host an event on campus. I have to complete a civic engagement project for a class.

As the name implies, one objective of the Civic Engagement Cornerstone is to engage the campus or broader community. Another objective is to have proper orientation and preparation for the project. Just reserving space on campus to hold an event on your own is likely to fail to meet both goals. Working with an established student organization to further an existing project of theirs or to develop a project offers several advantages. An established student organization likely has financial resources, experienced event planners, members dedicated to a common cause, a faculty adviser, and the privilege to host their own events on campus. By engaging with them you may have a more successful event and may discover that you wish to continue working in the group even after your core requirement is complete. You may find contact information for relevant student organizations in the Student Organization Directory. Student Activities staff are often aware of various student organizations' current plans and are happy to consult with you to connect you with a student organization relevant to your interests. It is also possible that the Center for Civic Engagement or another office or department on campus may choose to sponsor your event. You may also consider engaging in a project with an off-campus community organization, which may not require you to plan an event at all, on or off campus.

I need space to conduct an academic research project, class assignment, or similar activity.

Your course instructor has the authority to request appropriate campus spaces for additional times for approved course activities and requirements. According to the faculty handbook, your course instructor is responsible for maintaining academic standards over their course content and your learning. Conference & Event Support Services and Student Activities are not staffed to verify that every student-initiated request to use a University facility meets with a particular instructor's approval for the intended academic, creative, or scholarly objective.

For additional questions, please contact Student Activities at or 503-352-3127 or 503-352-2822.