Virtual EMS FAQs
President Dr. Tony G. Waldrop created the Office of Special Events (OSE) in an effort to create greater transparency, consistency, and coordination of special events within the USA community. Learn more about the Office of Special events by visiting our website.
All guests have the ability to browse events, facilities, and space. To request space or request approval for your event online, an EMS account is required. All faculty and staff members of the university, as well as approved officers of registered student organizations (verified by Org Sync), are eligible for accounts.
Complex Reservations How-to
Large conferences and events are complex operations. If you are planning an event or conference which spans multiple dates and locations, it may be best to schedule a consultation with Conference Services office. Please note that Continuing Education/Conference Services charges for their services.
If the venue has already been identified, complex requests may be submitted through EMS using the following instructions:
Complete the following steps for a new reservation request:
- Login to EMS Account.
- Select the Conference & Event request template option.
- From the left hand menu select one building at a time
- Select date and time then “Find Space.”
- Next to each room, select the green box with the white plus sign.
- Repeat steps until each space is added to the top section “Selected Locations.”
For existing events, complete the following steps:
- Login to EMS Account.
- Select “Requests” then “View My Requests”
- Click on the name of the Reservation you plan to add to or edit.
- Select “Add Booking” from right hand menu.
- Complete steps for submitting a request.
Next to Date, click on Recurrence. EMS will allow the web user to choose weekly, monthly, and sporadic meetings and events. Once the recurrence is applied, the system will prompt the web user to provide the attendance and set-up type. The system will show the available rooms and how many times a specific room is available. Be aware the same room may not be available for every meeting or event date and/or time requested. For remaining rooms, click on the yellow button to the left which reads “Search Remaining Dates.”
EMS Reservations Features
“Holiday” is a term used by the University to identify major university activities and closings that may impact special events. For instance, select USA athletic events may be listed as holidays if it is expected event attendance or access may be disrupted. All University academic holidays will be indicated in EMS.
The campus police department scrutinizes reservation requests very closely to ensure that a high level of regard is met for all members of the university and local community in the areas of life safety and the preservation of university property. The following event characteristics will be considered, but are not limited to venue type, crowd size, event type, event history, traffic, parking, weather, geography, intelligence information, etc.
Clients can most certainly be proactive when applying for an event request by considering many of these areas of concern and requesting security/police services. Your request for security will be reviewed by a law enforcement representative, who may or may not make a security requirement.
Troubleshooting & Error Messages
Who to Contact for Help