How to request an Engineering Meeting Space

Step by step document on how to request an engineering meeting space.

To request a College of Engineering meeting space (conference room, lobby, etc), please do the following:

Open a web browser to the site:

https://engr.ems.wisc.edu/

Click on the link to login with your campus NetID:



Move your mouse over the Reservations menu to drop down the list of Reservation items. From here, Select the "Request Engr Meeting Space" entry:



This will bring up the Request form.  Enter the date and time for your event:



Enter the number of people that will be attending the event. This will help find a room large enough to hold the requested number of people. For conference rooms, the capacity of the room is set to the number of people that can sit around the conference table. If there are extra chairs in the room, they will not be included in the count used by the room search. If there are extra chairs in the room, you can find this information on the "Setup Types" of each individual room's detail page.



If you have specific requirements for your meeting (such as needing a projector), select the required items from the Availability Filter section:



Once you have entered all the information, click on the "Find Space" button to locate an available room that meets your requirements:




This will bring up a list of rooms that meet your specified filters. An example result is shown below:


The display will show existing approved requests along with a highlight bar indicating the time of your event.  To see specific information about a room (such as any additional policies or features of the room), click on the room name:



This will show details about the room:




To select a room for your meeting, click on the green plus sign next to the room name to add the room to your event request:



Once you have added the room(s) that you need for your event, click on the "Continue" button:




Enter in the details for your event. Any field name that has a * by it indicates a required field. You will need to enter in the Event name, type contact information, affiliation and department:




If the Department you pick from the drop down list is "Other", please fill in the sponsoring department for the event:



Be sure to view the terms and conditions for the meeting spaces by clicking on the "View" link as shown below:



Once you have viewed the terms and conditions, click the checkbox that you agree to them:



Once all the information is filled out, click on the "Submit" button. Once you do that, you should get a screen like the one below showing your event has been submitted for approval:



Your event will be "pending" until it is approved. While it is in the pending status, your event will not show up on the room schedule.




You should get an email from the approver when your event request has been approved. You can come back to check on your request later. To do this, login to the site and select the "View My Requests" from the reservations menu:



The status of your event will be "Pending/Hold" if it has not yet been approved:



But will show "Approved" for the status once the room approver has approved your request:






Keywords:ems room reservation request   Doc ID:60661
Owner:James D.Group:Computer-Aided Engineering
Created:2016-02-10 15:29 CDTUpdated:2016-02-11 09:39 CDT
Sites:Computer-Aided Engineering
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