Hello all faculty and staff,
Please allow these instructions to serve as an important reminder of the Event Management Software (EMS) reservation system, and the proper procedures for booking any space on the Westfield State University campus. This email pertains to everyone who has or will use any location on campus.
All Faculty and staff have access to EMS for the purpose of reserving space on campus. If you need assistance, please see your department administrative assistant first, as they can make reservations on your behalf. You may also call Event Management at x8276 for assistance. **You may not move a class for any reason without first contacting either the Registrar’s Office or DGCE (Graduate & Continuing Education) and Event Management.**
If you have never used EMS: Please contact Event Management at x5580 directly to create an account.
All edits and changes must be completed weekly by Wednesday morning at 8:00 am. Weekly reports go out to service departments at this time. Any changes made after Wednesday at 8:00 am will NOT be included in the report!
Should you need to cancel an event, you may do so in EMS under your account. If you are cancelling an event with less than a 3-day notice, you MUST contact Event Management immediately at x8276.
You are responsible for contacting the service departments you have made requests of, (i.e., contact the appropriate building maintainer, media services, catering, sign shop, etc.) Please be advised, if you cancel an event after Facilities & Operations have prepared your function, your department MAY be charged. Please contact Jim Rovezzi should you have any questions regarding set up charges.
Contact Catering at x5478 or email firstname.lastname@example.org
Please remember that all food and beverage orders must be purchased through Westfield State Dining Services. External vendors are NOT permitted on campus unless there are compelling, extenuating circumstances that must be discussed in advance with Westfield State Dining Services and written permission is received. Requests for alcohol at your event requires a 45-day advance notice.
There is a $8.80 charge per large outdoor sign, these charges will be charged back to your department account by the copy center. ($1.62/sq.ft.).
If you are serving alcohol at your event, a public safety officer is required. There are NO exceptions. (A minimum of 1 officer per 100 people.) If you are bringing a guest speaker to campus, you must notify Public Safety in advance.