FAQ

Office of Reservations and Events

Frequently Asked Questions

What is the Office of Reservations & Events?
The Office of Reservations & Events processes and coordinates reservations for select buildings at the University of Missouri. We work with campus departments, student organizations, and off-campus groups.

Our office handles reservations for Memorial Union, MU Student Center, Reynolds Alumni Center and the Old Alumni Center.  We also intake the initial reservation requests for MizzouRec, Jesse Auditorium and the Missouri Theatre before sending those requests to the venue teams for approval.

Where can I see a calendar of events?
Go to ems.missouri.edu and select the ‘Events’ bookmark under the Browse tab in the sidebar. This will show you a list of events on campus booked though EMS.

Why am I unable to log in to EMS?
View this video for solutions to log-in issues.  EMS Log-in help 

How can I reserve classroom space in academic buildings?

The Registrar’s Office intakes all reservations requests for academic spaces, including after 5PM in academic buildings on campus Monday through Friday, and all weekend requests. If you have questions about reserving an academic space please contact 573-882-7881

Can someone from your staff be at our event in case something goes wrong?
This is a conversation you can facilitate with your  Event Coordinator, who will guide you through the different services available at your venue.

What is the Student Activity Fee?
The Student Activity Fee is a mandatory fee that provides funding to on-campus programs and services that students can utilize, paid as a portion of students’ tuition. This fee covers reservations for student governments and registered student organizations in Memorial Union and the MU Student Center. A breakdown of the fee can be provided at https://cashiers.missouri.edu/cost/mandatory-fees/.

What is EMS?
EMS is an event management software our campus uses for reservations and event coordination. EMS is accessible through the Office of Reservations & Events website. All University of Missouri faculty and students have access to the reservation system. Students or staff can log in with their SSO or Pawprint and university password. Off-campus users can use the “Welcome, Guest” template.

If I am not affiliated with the University, may I reserve space on campus?

Off-campus groups are welcomed and invited to book space with the University of Missouri! You can contact the Office of Reservations & Events for reservation inquiries, or use the use the “Welcome, Guest” template online in EMS and an Event Coordinator will contact you.

I am not familiar with Mizzou’s campus, where can I find a map?

You can find a map of our campus at map.missouri.edu.

Where can I obtain Liability Insurance for my event?

Off-campus groups are required to obtain Event Insurance to reserve space with our office. You can purchase this from your insurance provider. More information can be found at https://www.umsystem.edu/ums/fa/management/risk/certins#definition.

What is the Facilities Use Agreement?

The Facilities Use Agreement, or FUA, is a contract between your group and the University defining the guidelines for hosting an event on our campus. Off-campus organizations are required to sign an FUA before hosting an event at Mizzou. The FUA will be sent to you from an event coordinator for your signature.

What is the cancellation policy for my event?

You can find the cancellation policy for your event venue under the Venues tab on our website. Select the venue where you are hosting the event and there will be a link to the cancellation policy.

Can we have animals at our event?

No animals, other than service animals, are allowed on campus spaces unless proper approval has been obtained beforehand. You can find more about the University’s animal policy at https://bppm.missouri.edu/policy/pets-on-university-property/.

Who is the preferred caterer in your spaces? Am I allowed to go through a non-preferred caterer?

The preferred caterer for campus is University Catering. Groups are welcome to utilize a non-preferred caterer for their event, but additional fees may apply depending on the venue. Contact your event coordinator for more information.

Do I need to fill out a food permit if I am using University Catering for my event?

If University Catering/Campus Dining is catering your event then you will not need to fill out a temporary food permit. They will complete the food permit for you.

How many days in advance do I need to have all permits submitted?

Permits are to be submitted by 3PM the business day PRIOR to your event to avoid cancellation at all venues with the exception of the theatres. The Office of Reservations & Events reserves the right to cancel any event that does not submit the proper permits.

Is it possible to book an event further out than 6 months?

The Office of Reservations and Events allows reservations up to 180 business days’ in advance all of our venues with the exception of the theatres. We advise setting a personal calendar reminder for 180 business days prior to your desired event date to request the space online. Special requests are accommodated with rare exception, including weddings, Admissions events, academic classes, guests travelling from out of the country, contracted conferences, and certain speaker events. If you feel your event meets any of these requirements, please email our office your event details at reservations@missouri.edu.

Can I book an event outside normal building hours?

For events at Memorial Union, MU Student Center, MizzouRec, Reynolds, and Old Alumni Center, you are welcome to submit a request to host an event outside building hours by contacting our office. Off-hours requests cannot be made online. In your request, please include the requested date and times, a description of your event, estimated attendance, catering, and equipment needs you may have. If your request is approved, an hourly overtime fee will be applied to your reservation.

Common EMS Terms

Everyday User

A person who places the reservation online. The Everyday User on a reservation has access to view and edit event details online in EMS.

Web Templates
Web Templates are the different selections at the beginning of the reservation process that help you find the best space for your event. The different web templates and their definitions are below:

Request Meeting and Table Space – Student Unions
This template shows availability for all meeting and ballroom spaces in Memorial Union and the Student Center, as well as the Info Tables located on the 1st floor of the Student Center. This template does not include the Shack.

Request an Outdoor Space
This template allows you to reserve outdoor areas on campus, including Kuhlman Court, Carnahan Quad, Peace Park, and more.

Request Missouri Theatre and/or Jesse Auditorium
This template allows you to reserve the large theatre venues operated by the University. Jesse Auditorium is located in Jesse Hall on campus and Missouri Theatre is located on 9th Street in downtown Columbia.

Request Student Unions Common Areas
This template allows you to book the Triangle Space, Rectangle Space, or the Shack at the Student Center.

Request Event Space at Mizzou Rec
This template allows you to reserve various spaces operated by Mizzou Rec, including the basketball courts, pool lanes, Stankowski Field, meeting rooms, etc.

Reserve a Study Room in the Unions
This template is only available to students and allows them to reserve study rooms in the Student Center and Memorial Student Union.  Study rooms are automatically approved and confirmed when the reservation is made online.

Request Space in Hulston Hall
This template is only available to Law School students and Law School faculty/staff.  Reservation requests for these spaces are handled directly through the Law School.  Any questions regarding these spaces can be directed to (573) 882-6487.

Request Space in Hulston Hall -Library Study Rooms
This template is only available to Law School students and Law School faculty/staff.  Reservation requests for these spaces are handled directly through the Law School.  Any questions regarding these spaces can be directed to (573) 882-6487.

Request School of Music Spaces (non-recital)
This template is available to all students and faculty/staff on campus.  Here you can request spaces within the Fine Arts Building, Sinqfield Music Center, and Mckee Gymnasium.  All requests for spaces in this template are handled directly through the MU School of Music.  Any questions regarding these spaces may be directed to (573) 884-1604.

Request Choral Hall/ Whitmore in School Of Music
This template is available to all students and faculty/staff on campus.  Here you can request recital spaces within the Fine Arts Building and Sinqfield Music Center.  All requests for spaces in this template are handled directly through MU School of Music.  Any questions regarding these spaces may be directed to (573) 884-1604.

Client Service

Service provided by the venue to assist in the success of your event.

Group

Organization/department hosting the event.

Setup Type

Setup Types are the different room configuration options available for that room.

Preset Configuration

The Preset Configuration is the setup type the room defaults to if nothing else is requested.

Event Time

Reservations at Memorial Union and the Student Center refer to event time as the time your group needs access to the room, not necessarily your true event time. The access times and true event time must be noted on the last page of the reservation process in the Additional Information section. These are the only venues that refer to event time as access time. Other campus spaces use the Event Time as actual event time, however they also need your access time and event times noted on the last page of the reservation process.

 Online Reservations

How do I reserve space through EMS?

Below is a step-by-step guide on how to reserve space online:

Step 1: Sign in to EMS with your Mizzou login or Single Sign On credentials. If you have not logged in to EMS for a while, you may need to sign in twice to activate your reservation portal account.

If you are having trouble signing in, view this video for solutions.  If you are booking space for an off-campus organization, please contact our office directly.

Step 2: Select the appropriate web template to find your desired room.

Step 3: Enter the date and time of your event. If you are making reservations for multiple dates press the recurrence button and pick the dates of your events.

Step 4: You can narrow your search by selecting the location, set up preference, and number of people attending.

Step 5: Press the search button.

Step 6: Once the rooms available during the selected time appear, click on the green plus sign next to the name of the room you would like to select.

Step 7:  A pop-up will appear that asks the number of attendees and set-up type. Once you have selected both, click on Add Room. If you need multiple rooms, you can add additional rooms during this step.

Step 8: Click on next step.

Step 9: This is where you can add any desired equipment or client service for your event. You can place requests for certain campus vendors, including University Catering or Technical Event Services, that you will need added to your event. You can also request client services for the Unions buildings at this step, like AV assistance or ethernet connection. Select your desired services/equipment and press next step.

Step 10: Add your event name, event type and group details.  A ‘group’ is the student organization you belong too or the department you work in.

Step 11: Fill out the Additional Information section with details of your event including the start and end times, access times, and general schedule of the event.  If you have requests to relay to your event coordinator, this is where you can communicate additional information.

Step 12: Select ‘Create Reservation’ and your reservation request will be sent to our office for review.

Is it possible to make a same-day reservation?
Online requests vary depending on the web template.  Unions spaces require a minimum of 2 business days.  If you are needing to book a same-day reservation, you will not be able to reserve space using EMS. However, you can contact the Office of Reservations & Events to see if your request can be accommodated. Additional fees apply for same-day reservation requests.

Can I edit my reservation details online if I have already submitted the request?

Yes! Just click on the ‘My Events’ button after logging in and select the reservation you would like to update. From there, you can edit your reservation details. If your event has already been confirmed and you’ve updated details online, be sure to communicate those changes with your  Event Coordinator.  Some changes may be locked down online as your event date gets closer.   You may contact your directly at the Office of Reservations & Events to make changes as your event date approaches.

How can I reserve multiple dates after I’ve already submitted my reservation request?

After logging into EMS, select the ‘My Events’ section in the sidebar. Select the event you would like to reoccur. Scroll down to bookings and click ‘New Booking.’ From there, click the ‘Recurrence’ button in the date & time information. Select your desired dates, and the available rooms, and then click ‘Update Reservation.’ Our office will see your new reservation requests and begin the approval process.

If I am a member of a Student Organization, can I place reservations in EMS on behalf of my org?

Only the president, vice president, and treasurer have the ability to make reservations on behalf of a student organization. If you hold one of these officer positions and are unable to place reservations on EMS, please make sure your organization’s contact information is updated in Engage by contacting the ORG office at 882-2630. Once information is updated and approved, the data will feed into EMS overnight, allowing you to book space the following day.

I am the president, vice president, or treasurer of my student org but am unable to use the online system. What’s the problem?

Our system pulls contact information for Student Organizations from Engage. Your Engage profile may not be up to date with the Organization Resource Group office. Once information is updated and approved, the data will feed into EMS overnight, allowing you to book space the following day. All Engage inquiries can be directed to the Organization Resource Group office at 882-2630. If this is not the case, please contact our office.

Why can’t I reserve space directly after another event?

Certain venues, including the MU Student Center, Memorial Union, Reynolds Alumni Center, and Old Alumni Center have built in a certain amount of time before and after every reservation to account for cleaning and setting up the next event.

Is my group allowed to help your staff with the room setup in-between events so that our event can start sooner?

We cannot allow groups to handle to setup and tear-down of our equipment for liability reasons.

If I do not know the exact date of my event, can I hold multiple dates?

You are welcome to hold up to 5 dates in the venues managed by the Office of Reservations and Events if you are unsure about your event date. We ask that you confirm or release the holds at least 30 business days in advance for all reservations held in our spaces with the exception of the Theatre Venues. At the theatre venues, holds must be confirmed or released at least 8 weeks prior to the event date or if the hold is challenged by another promotor. If your desired date is reserved by another group, we can put you on the wait list for that space if the space happens to become available. If you are holding dates online, please be sure to indicate this in the ‘Additional Information’ section.

I have an outdoor reservation and I need to reserve a rain-site location. What do I do?

You can login to EMS and create a reservation request for any of our indoor spaces. Be sure to indicate that the space is a rain-site location on the last page of the request in the ‘Additional Information’ section and list the reservation number for your outdoor space. Rain-site locations must be released with the Office of Reservations & Events by 12PM the business day PRIOR to your outdoor event.

Why is my desired room not showing up when I go to create a reservation?

EMS automatically filters out unavailable rooms based on your desired event details (i.e. date, time, setup, guest count, etc.), so the room may be reserved by another group or is not appearing based on the event details you entered. Additionally, double check that you’ve selected the right reservation template as the room you’re looking for might not be under the template you’ve selected.

Why will EMS not let me select my desired date?

The building may be closed, or your desired date might not be within the time frame to place reservations online. Venues do not accept reservation requests online after a certain amount of time to allot for staffing and other accommodations. Contact the Office of Reservations & Events for more information.

What does the status of my event mean?

The event status refers to where your request is in the reservation process. You can find the status of your event online under ‘My Events.’ The different statuses and their meanings are below:

Request Received: Request has been received for your event/space reservation and has not yet been reviewed.

Hold: Space is being held in the system, while we are waiting further details from the client or other details are worked out with the venue.

Pending Approval: Request is being reviewed by venue coordinator for feasibility of event.

Approved – Pending Estimate: Request for space and event has been approved and an estimate is in progress.

Pending Discussion: Request for space and event has been approved, but is not confirmed until the client meets to discuss further details of the event with the venue coordinator.

Pending Policies Compliance: Request is approved pending meeting University policies including, but not limited to: liability insurance, food permit, open flame permit, contract, etc. You should receive an email that specifies what is outstanding for your reservation.

Confirmed: All event approval requirements have been met and event details, including services, have been approved.

Confirmed-Rainsite: All event approval requirements have been met and event details, including services, have been approved for indoor venue in case weather does not permit an outdoor event. There will be an expected date to cancel the indoor venue prior to event date.

Confirmed-Private: All event approval requirements have been met and event details, including services, have been approved. Event details will not display on the web calendar.

Declined: Event details and/or space is denied based on a failure of the customer or venue to meet event or space requirements.

Cancelled: Event has been cancelled and you will be receiving an email with more information.

Web Cancellation: Event or space has been cancelled online by the client.

Waitlist: Event is on a waitlist as the space is already booked for that date and time. Your event will only receive the space if the previously scheduled event cancels.

Ready For Billing: Building staff finalized review of all charges to have been updated and reflect what was used at the event. Invoice has been sent via email or will be soon.

How do I book study rooms in the Student Center or Memorial ?

Students can log on to EMS with your student Pawprint and password. Select the ‘Reserve a Study Room in the Unions’ template. Fill in your requested dates and times and click the green add button next to the available room. Finish filling in the reservation details and confirm your reservation. Our office does not review or approve study room reservations. All study room reservation requests submitted online are considered approved. Study rooms are available to all students at the University of Missouri. Study rooms are reservable for up to two hours at a time.  Additional information regarding study rooms can be found at https://unions.missouri.edu/group-study

If I request University Catering for my event online, will they contact me?

Yes, if you place a catering request through our online system, a University Catering staff member will reach out to the listed contact for your event.

Why is EMS sending me emails ?

EMS sends automated emails when an event request has been submitted online.  Other emails are sent manually by Office of Reservations and Events staff, or by a venue directly.  Reservations held at the theatre venues or MizzouRec may receive automated emails regarding the status of their event to track the approval process. Events at Memorial Union and the Student Center will receive a reminder email that their event is coming up. Additionally, you may be receiving emails from EMS because you are is missing permits or forms that are required in order to host your event.

 

Theatre Venues – Jesse Auditorium and Missouri Theatre

What are the Theatre Venues at the University of Missouri?

The University and University Concert Series operate Jesse Auditorium and Missouri Theatre.

How can I view availability for the theatre venues and/or Request space there?

On-campus departments and student orgs can log in to EMS and choose the theatre templates to view available dates and request space. Off campus organizations can contact our office.  All initial reservation and hold requests for the theatre venues must go through the Office of Reservations & Events.

I do not have all my event details to be able to request space, but can I hold a date with the venue while I finalize details?

You are welcome to hold up to 5 dates at our venues by emailing our office at reservations@missouri.edu or placing a hold request online. If you send our office an email request, sure to include the name of your show, requested venue, and desired dates. If you are holding a date, you must confirm or release your holds at least 8 weeks in advance, or if the date is challenged by another group.  Confirm or release dates by emailing reservations@missouri.edu.

After I have submitted my reservation request through the Office of Reservations & Events, how long should I wait to hear from the venue?

The Office of Reservations & Events will review your reservation request to ensure all of the necessary information has been collected before it is sent off for approval by the venue team. After our office submits the reservation request, you can expect to hear back from the venue in 2-3 weeks. The venue team reviews and approves requests as often as possible while working within their event schedule.

What does the status of my event mean?

Events held at Jesse Auditorium and Missouri Theatre have additional statuses used during the reservation request process. Statuses for reservations at the theatre venues are defined below:

UCS – Update Estimate: There have been changes to a previously confirmed reservation located in Jesse Auditorium or Missouri Theatre that could affect total costs, so the event has been sent back to the venue team to update the estimate.  A new estimate will be sent to the client when completed by the venue team.

UCS Backstage Est. Complete: The event has been approved and is in the estimate process. The venue team for Jesse Auditorium and Missouri Theatre has added necessary backstage labor to the estimate.  This is part of the internal estimate process for the venue team. The estimate is not complete; the total estimate will be sent when all associated costs have been added to the event.

UCS FOH Estimate complete: The event has been approved and is in the estimate process. The venue team for Jesse Auditorium and Missouri Theatre has added necessary Front of House labor to the estimate (Box Office and House Managers). This is part of the internal estimate process for the venue team. The estimate is not complete; the total estimate will be sent when all associated costs have been added to the event.

How many months in advance can I book the venue?

For Jesse Auditorium and Missouri Theatre, guests are allowed to reserve space online up to 8 months in advance. Sometimes dates can be requested up to a year in advance with special approval.  If you feel you need special approval, please email the Office of Reservations & Events at reservations@missouri.edu with your event details and we will be happy to assist you.

Do Student Organizations or Campus Departments have to pay to reserve Jesse Auditorium or Missouri Theatre?

Venue room rates are waived for registered student organizations and campus departments, however, equipment and labor charges do apply. You can view a full list of rates for the theatre venues here.

Are there additional charges to use lighting, sound, or projection for my event at Jesse Auditorium or Missouri Theatre?

For most events, the theatre venues will have all lighting, sound, and video equipment needed for events on the stage, and this is included as part of the reservation.  Additional equipment charges only apply if you require equipment or services in the lobbies; such as tables, lighting, staging, audio, etc.  Requests for equipment that is not available to the venue can result in additional charges if the venue must rent equipment for your event.

 

Audio/Visual Information

For the Unions buildings, what’s the difference between AV Assistance for Event Duration and Pre-Event AV Check-In?

Pre-Event Check-Ins are performed by one of our trained Events Operations staff members, free of charge at Memorial Union or the MU Student Center. They will stop by at the requested time and assist with smaller, various AV tasks. These checks typically last between five and fifteen minutes. Our customers can request a Pre-Event AV Check-In for any event using room technology, but it is required in certain situations.

AV Assistance for the Duration is also performed by our trained AV Technicians, at an hourly rate. They will arrive at the requested time to test all requested room equipment, and then stay for the duration of the event to assist. They monitor microphone volume levels, assist when clients want to change devices mid-event, make lighting changes when applicable, and much more. Our customers can request this service for any event using room technology, but it is required in certain circumstances. Talk to your event coordinator for more details.

When selecting equipment in Unions spaces, do I need to add the projector if I know it is built-in in the room?

Yes, groups who wish to use the built-in projectors must request use by adding the item to their equipment list in the reservation process.

Is ethernet available for my event in the Student Unions Buildings?

Ethernet is available at our spaces and must be requested at least 72 business hours in advance. Fees apply, so discuss this option with your event coordinator.

I need lighting, audio, and/or staging that is not available in the venue I am hosting my event in. Can I rent this equipment from another department?
Yes!

Technical Event Services is an A/V rental department within the University that has a full inventory of staging, lighting, sound, projection and more available to all MU departments, organizations, and groups. Their services are best fit for larger events that need resources beyond the capacity of the venue services provided by the venue the event is being held in.