​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
   • Law Student Events Calendar
   • All School of Law events
   • SBA Student Org calendar (available via Google Drive to all student organization presidents)
   • Main University of San Diego calendar of events
2. Remember that there are some dates that student organizations cannot schedule against. Refer to the SBA Student Org calendar for those dates; they are highlighted in orange.
3. Login to EMSWebApp using your USDOne 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 Kathryn Hoyt.
   • 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.
   • Click on "Locations" on the left-hand column. Select your ate and building. Note that you can select multiple buildings.
5. Once you have determined that a room is available, you may request a room.
   • Click on "Create Reservation" in the left-hand column.
6. Click "book now" next to the appropriate "Student EVR" Reservation Template.
7. On the left, indicate your date, time, building, approximate attendance and set-up type. Then click "Search."
8. Select the room you would like to request by clicking on the green plus sign to the left of the room.
9. You will be prompted to indicate your expected number of attendees and room setup type. Then click "Add Room." The room will then appear under "Selected Rooms" at the top of the page.
10. Click the blue "Next Step" button at the top.
11. You will be prompted to add in the services you need for your reservation. As you add the services, they will appear at the bottom of the page.
    • LS - A/V: Indicate whether you have any specific audio/visual needs.
    • LS-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.
12. Click on the blue "Next Step" button at the top of the page.
13. You will be prompted to add in the reservation details. 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.
    • Additional 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.
14. Click the green "Create Reservation" button. 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 EMSWebApp. Login to EMSWebApp, and click on "My Events" in the left-hand column. Click on the reservation you wish to cancel or edit. Use the "Reservation Tasks" on the right side to cancel or edit your reservation.

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 Associate Director for Law Student Affairs Kathryn Hoyt for approval. This form must be submitted to Kathryn Hoyt 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.
• If there are any updates or changes 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.