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
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 10:45 CDT | Updated | 2022-04-20 11:50 CDT |
Sites | School of Human Ecology | ||
Feedback | 1 0 Comment Suggest a new document |