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 CGCE (Graduate & Continuing Education) and Event Management.**
If you have never used EMS: Please contact Event Management at x5580 directly to create an account.
Example: You want to see all the rooms available in Parenzo. Next to Locations, hit Add/Remove. Select Parenzo Hall and hit “Update Locations”. In the right hand column you will see each room available in Parenzo.
NOTE: Choose Services is an optional feature. Services include room setup and teardown, equipment, and any other services you wish to associate with a room. Your Administrator sets which services can be associated with a room and with an event type.
The Reservation Details screen finalizes information about your reservation.
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.