Reserving a Room

Rooms may only be reserved for legitimate student organization events. To reserve a room or meeting space in any room on campus, you must submit a request at least 72 business hours in advance of the event. If your event requires more set-up and furniture, you must submit your request at least a week in advance. If your event involves alcohol, an Alcohol Request Form must be submitted to the Office for Law Student Affairs 14 days before the event. 

Please refer to Tips for Planning an Event for more information.

  1. Check all calendars for any potential conflicts
  2. Remember that there are some dates that student organizations cannot schedule against. Refer to the SBA Event Scheduling calendar for those dates.
  3. Login to Virtual EMS using your MySanDiego credentials. Only student organization officers have access to to the reservation system. If you require access or are having trouble accessing the system, please email Irene Meloney.
    • If you are interested in reserving a space outside of Warren Hall, Guadalupe Hall, or the LRC, you should first contact the appropriate building scheduler. Discuss your expectations with that scheduler to determine whether the space is the right venue for that event.
  4. Check to see which rooms are available on your date and time. Hover over "Browse" in the top left corner, and click on "Space Availability." Then click on "Filter" in the top right corner of the table. Select your date and building, then click "Apply."
  5. Once you have determined that a room is available, you may request a room. Hover over "Reservations" at the top and click on "Law Student EvR."
  6. On the left, indicate your date, time, building, approximate attendance, and set-up type. Then click "Find Space."
    • The following rooms may not be reserved by student organizations: Warren Hall rooms 113, 126, and 203F.
  7. Select the room you would like to request by clicking on the green plus sign to the left of the room. Then click the yellow "Continue" button at the bottom.
  8. Provide all event details requested by the Law Student EvR. It is important to give as much specific information as possible.
    • Event Name: Be specific with your event name.
    • Event Type: Select the appropriate option from the drop-down menu.
    • Group Details: Select which student organization is hosting the event and select the contact names from the drop-down menus. Include the contact's phone number and email.
    • Other Information: Answer all of the questions completely. Err on the side of giving more information. Your room reservation request can be denied if this section is not filled out in its entirety.
    • A/V: Indicate whether you have any specific audio/visual needs.
    • Furniture: Indicate whether you need additional furniture.
    • Service Provider- Catering: Indicate whether you need USD Catering for your event.
    • Service Provider- Parking: If you need parking for your guest speaker or program attendees, please indicate so here.
    • Service Provider- Trams: If you need a tram for your event, you may request one here.
  9. Click "Submit." You will then see a summary of your reservation request and receive an email with the request details.

After you submit your request, you will receive an email that your room request was received. This is not a confirmation. Another email confirming or denying your request will follow. Please read the confirmation email in full. It will contain important information about your reservation. Do not advertise your event until you have received the room reservation confirmation.

If you need to view, cancel or edit your room reservation, you may do so through Virtual EMS. Login to Virtual EMS, hover over "Reservations" and click on "View my Requests." Click on the reservation if you wish to view, cancel or edit. To cancel the reservation, click on the red "X" under "Actions." If you wish to edit the reservation, click on the pencil/paper icon under "Actions."

Other important steps to follow:

  • Do not advertise events until you have received a confirmation of reserved space.
  • Law student groups who wish to serve alcoholic beverages must fill out an Alcohol Request Form. This form must be signed by the organization's faculty advisor, and brought to Director for Law Student Affairs Irene Meloney for approval. This form must be submitted to Irene Meloney at least 14 days before the event date. Space reservations will not be confirmed until alcohol approval is received.
  • Undergraduate student group events must be registered and approved by the Student Leadership Involvement Center (SLIC). View the SLIC registration forms.
  • Graduate student group events must submit an Event Registration form before reserving a room.
  • If there are any updates or change to your event, you must email the event scheduling staff.
  • Before marketing your event, please review and follow the School of Law's posting policy. All student organization events may be submitted to be included in Sidebar.
  • Report any maintenance or janitorial issues.

For questions about room reservations, please contact Trang Pham, (619) 260-4208. To report problems with reserved space, contact the law school facilities department, (619) 260-4586.

Contact:

Law Student Affairs
Warren Hall, Room 218
Phone: (619) 260-4651
Fax: (619) 260-7715

Hours

Mon. 8:30-6:30 p.m.
Tue. 8:30- 5 p.m.
Wed. 9:30-5 p.m.
Thur., Fri. 8:30-5 p.m.

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