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Room Reservation System

How to use the room reservation system

Room Reservations – Nancy Nicholas Hall

Nancy Nicholas Hall is home to many reservable spaces, ranging from two-person conference rooms to rooms that fit up to 75 people. SoHE employees can reserve them for school-related events held during normal building hours.

Conference room reservations may be made by full-time SoHE faculty and staff using the online EMS Online Reservation System. If you are a full-time employee or academic staff member who needs access to the EMS system, contact us at bits@sohe.wisc.edu to get EMS access. If you are not employed in Nancy Nicholas Hall, you may not reserve rooms in the building.

 

Certain areas of the school, such as Elizabeth Schar Hall, the third floor Concourse, third floor Roof Terrace, and the Link are NOT available through the online reservation system. All requests for these spaces need to be reviewed by BITS or the Dean’s office. Please note that certain rooms (including 2211, 2235, 2255, and 4198) are prioritized as classrooms over event or meeting spaces. Reservation made prior to classroom scheduling may cause conflicts.  For high-profile events, using room 1199 or Elizabeth Schar Hall are best because there will be no scheduled class conflicts.

Additional Information

  • Most conference rooms in the building are locked. Full-time faculty and staff may request conference room keys through BITS in room 1116.
  • Each room has a standard furniture layout and dedicated AV technology. If you want an alternate configuration, you will need to move the furniture yourself and return the room to the standard configuration when your event is done. BITS does not provide AV setup for events, but will respond to problems with room AV issues during normal business hours. If you have an important upcoming event and are not familiar with the AV, contact BITS to arrange a training session for the room in advance.
  • The faculty or staff member reserving the room is responsible for making sure the room is left in a clean and usable state for the next reservation.
  • If you have questions about technology support for your meeting or trouble booking online, contact bits@sohe.wisc.edu

 

Weekend and After-Hours Events

Because the building will be locked after 8 PM and on weekends,  events cannot be made in the reservation system when the building would normally be locked. If you need a to make such a request, you need to contact BITS bits@sohe.wisc.edu with the following information:

·         The Name of the event

·         The start and end times for the event

·         When you want the building unlocked and locked (usually at least 15 minutes before the event starts and after the event ends).

·         The name of the full-time staff member who will be in the building during the event and responsible for the event (access, setup, AV, and cleanup)

·         The business reason for the event

 

 

Instructions

 

First go to https://sohe.ems.wisc.edu/VirtualEMS_UW/.  From there you can browse events in Nancy Nicholas Hall by clicking on the Events button under BROWSE on the left Menu. If you want to check the availability of a specific room, then click on the word LOCATION under the date, and the events will sort by room, making it easy to see when a room is available. Clicking on Start time will sort by time. For the current date only, the system will only display events that are ongoing or upcoming but not past events. If you want to see the “normal” schedule for today, go forward or backwards a week to see the full schedule. Click on Home on the left if you are done browsing and want to get started making a reservation.

 

To reserve a room in the system, select “Reserve a conference room” in the “Reservations” menu at the top of the page. If you do not see this link, then you do not have access to reserve rooms in SoHE. If you are a full time SoHE faculty or staff member, contact bits@sohe.wisc.edu to request access.

 

When you click Reserve a conference room, a new window will pop up. In this window, specify the date, time, and expected maximum attendance for your event click “Find Space”. All Nancy Nicholas Hall rooms that could hold your event will appear in a window, along with any events scheduled in those rooms. If a room is available, then click the green cross next to the room you want and click the “Agree” button to continue.

In the next window, enter an event name for your meeting, this is the name that will appear in the building schedule of events, so pick a name that people attending your event will recognize. Under group, click on the drop-down to select your group. If nothing appears in the drop down, (which often happens for first time users) click the magnifying glass to the left of the drop down and click the green cross next to a group that matches (select “other” if none of the groups makes sense). That will add the group to your download from then on, and you can now select that group in the download. Enter your contact information and agree to the terms and conditions and you are done.

On the day of the event, make sure that you have keys for the room, and arrive in the room with enough time to rearrange the furniture and setup AV before the event begin. You are also responsible for making sure that any room is clean, and that the furniture is put back in place after your event. If you are not familiar with the AV in the room, feel free to contact BITS well before the event to schedule a training session in the room so you are comfortable with it and are able to set the AV up for your event.





Keywords:EMS, Room reservation, reservations   Doc ID:118068
Owner:Andrew K.Group:School of Human Ecology
Created:2022-04-20 09:45 CSTUpdated:2022-04-20 10:50 CST
Sites:School of Human Ecology
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