FAQ

The mission of the Office of Reservations and Conference Services is to create an unworried and enjoyable event with on-campus and outside-campus community partners. We offer a wide array of services and amenities at affordable prices and friendly, professional staff ready to help you make the most of your event.


Making Reservations

When should I reserve space for my event?

Currently, during the COVID-19 pandemic, we ask that you reserve a space and have your set up details confirmed at least 14 business days before the event date. We will not be accepting same-day reservations. All events and spaces must have participants socially distant with 6 feet apart from each other.

Is Video Conferencing Available?

Yes! We offer a variety of tools to help with video conferencing needs. All meeting rooms and equipment are provided with ethernet accessibilities to support against lagging. We provide a panoramic lens for virtual meetings with more than 3 people to go with your video needs. To know more about Video Conference availability and what we provide, please contact the Office of Reservations and Conference Services.

What is the EMS Web App?

EMS is the Event Management System that the University uses to create and keep track of events.  It allows you to reserve a space and your event quickly and conveniently. To access the EMS Website, log into your MyUWF account, and search for EMS Web Event Reservations.

How many people can I have at my event?

Due to the COVID-19 pandemic, there can only be a max of 10 people at a time in an event space. All events and spaces must have participants socially distant and 6 feet apart from each other.

Note: If you plan to have people rotating in and out of an event, keep the maximum amount of people to 10 people in that space, with no more than 20 people participating in that event.  Please remember that this means that you can only have 10 people total in one space at one time. You may NOT have more than 20 people participating in that one event.

 

Can I schedule a walkthrough of the space for my event?

Yes, with walkthrough tours scheduled 14 days in advance. Please contact the Reservations and Conference Services Office by phone or email us.

Note: During the Covid-19 pandemic, the Office of Reservations and Conference Services will not be allowing in-person meetings and walk-ins. However, you may schedule a virtual tour with the office.

Can I make an appointment to schedule my event?

Yes, you can contact the Reservations and Conference Services Office by phone or email. You can also reserve your space or event through the EMS Web App if you are a registered contact with a student organization or department. 

How do I make a recurring reservation in EMS?

A recurring reservation is a weekly, bi-weekly, monthly, etc. meeting that you need recurring. You can make a recurring reservation when you make your first reservation or add bookings to an existing reservation.

To make a recurring reservation:

  1. Log in to the EMS Web App.
  2. Go to the “Create a Reservation” tab (EMS opens typically on this page; if not, click the tab on the left panel).
  3. Select your template (Example: “Meeting Room or Table in the Commons-No Setup,” “Commons - Request an Event Space or Delivery,” etc.)
  4. Hit “Book Now” next to your preferred template.
  5. Fill out your needed Date & Time for the first event, then click “Recurrence” to add additional dates.
  6. Under “Recurrence,” you can add what dates the reservation repeats on. You can make a daily, weekly, biweekly, etc. You can also make “Random”  recurrences and select multiple dates of a calendar. Random recurrences are useful when you have various events on different days of the week.
  7. Fill out the start and end dates, and the start and end times (Note: the times must be the same for each reservation. If they occur at different times, you will need to make another booking.)
  8. Once done, click “Apply Recurrence.”
  9. After you have applied the recurrence, click “Search” to search for a room.
  10. A list of available rooms will appear. There will be a column that says “Available” that shows how many days each of the rooms is available. (Example, if you requested four days and the space is only available on three of those dates, it would say “¾” under “Available.”
How do I access the EMS Web App?
  1. Log in to myUWF (You need to access the EMS Web App through myUWF for security purposes.)
  2. Search “EMS” and select “EMS Web Event Reservations.” (If you’re going to use the EMS Web App often, I recommend adding it to your favorites.)
  3. If you have access to EMS, then when you select it, you should already be logged in.
How can I check the status of my reservation?

You may check your reservation status by logging into the EMS Web App and finding the event status (listed under My Events) or contacting the Office of Reservations and Conference Services by phone or email.

Reservation Policies

Do we have to get approval to reserve space for our event?

As of October 5th, 2020, and during the COVID-19 pandemic, the approval process has changed as follows:

Student Organizations:

Organizations need to get approval from Student Involvement before reserving an event; they need to upload the approval form onto the EMS Website.

Departments:  

University Departments need to get approval from the department’s VP before reserving an event. An email by the VP should be sent to reservations@uwf.edu to book for an event.

Can I schedule an event back to back on the same day?

You may choose to reserve an event space back to back of each other on the same day but will have to account that event spaces will need a two-hour grace period between events for cleaning due to the COVID-19 pandemic.

Can I set up the reservation and have someone else handle the details for my event?

Anyone contacted as a primary or secondary source of contact in EMS will handle the details for the event. If you would like to list anyone else outside of the primary and secondary source of contact, please notify the Office of Reservations and Conference Services by phone or email.

Can I decorate my space for my event?

You may decorate the space for your event. However, the following list of items are prohibited in the University Commons and Conference Center:

  1. Tape on painted surfaces
  2. Thumbtacks, putty, nails, Command Strips, or glue
  3. Glitter, feathers, paper confetti, gel beads, or any items that may stain or embed it into the carpet. 
  4. Wax candles or other open flames
  5. Decorating the trees or plants placed in areas inside the University Commons
  6. Exits/Exit signs may not be obstructed or covered
Can I bring food to my event?

Yes, food is allowed to be at events. For more information on catering or food options, please visit the Catering site and review the University Catering Policy if you plan to have food at your event. Please contact the Office of Reservations and Conference Services by phone or email to discuss catering or food options for your event. 

Are we allowed to have alcohol served at our event?

Yes, Alcohol is allowed to be served at events. If the event is in the University Commons, alcohol must be serviced through Aramark. Please visit the  Aramark Catering and Alcohol Guidelines to view pricing on Alcohol beverages.

Student Organizations who plan to have alcohol at their event must follow the Alcohol Policy for Student Organizations

Note: Any alcohol serviced will require security for the event; this will require a fee of $50 an hour for safety.

Are we required to have campus police at our event?

Campus police are not required to be at every event; however, campus police may be required to be present depending on the event’s size and location. Please contact the Office of Reservations and Conference Services by phone or email to discuss how this may affect your event.

Who is responsible for cleaning the space after my event has ended?

You will be responsible for cleaning after an event. All decorations are to be removed immediately after an event.

Note: a fee of $75.00 may be added to your event’s cost if not cleaned.

Making Changes to my Event

Can I change my event diagram?

To make any changes to your set up, please contact the Reservations Office by phone or email to discuss your setup changes. However, same-day changes may result in a fee.

Can I change the room that I previously reserved for another room?

To make any changes to your reservations, please contact the Reservations Office by phone or email to discuss your setup changes.

Note: changes 14 business days before a reservation may result in a fee.

Can I have additional equipment set up for my event on the day of the event?

You can add additional equipment to an event based on the equipment’s availability, time of setting it up, and staffing available to set up.  Please contact the Building Manager at  (850) 516-3507 or Building 22, Room 101G.

NOTE: Any changes may result in an additional fee.

What if I need to postpone/reschedule?

If you need to change your event’s date or time, you can do so through the EMS Web App.

  1. Log on to myUWF and open EMS Web Event Reservations.
  2. Select “My Events” from the left column.
  3. Click on the event name of the event you wish to change.
  4. Scroll down to the section that reads “Bookings.”
  5. Select the pencil next to the event date you would like to change.
  6. Under “Date & Time,” change the date/time and select “Update Booking.”
  7. If the room is available during that time, EMS will update.
    • If your current space is not available, select “Search” under “Date & Time” to see available spaces, and select an available space.

If you have trouble using the EMS Web App to reschedule your event, please contact the Office of Reservations and Conference Services by phone or email.

Who should I contact if I need to make changes during my event?

Day of event: If you need to make changes during your event, you will need to contact the Building Manager on duty. You can reach them at (850) 516-3507 or Building 22, Room 101G.

Before the event: You may contact the Office of Reservations and Conference Services by phone or email. Preference for changes will need to be made seven days in advance. Confirmation of events must be made 14 days before the event.

NOTE: Same day changes may result in additional fees.

Cancelation & Fees

How do I cancel my event through the EMS Web App?

To cancel your event through the EMS Web App: 

  1. Log on to myUWF and open EMS Web Event Reservations.
  2. Select “My Events” from the left column.
  3. Click on the event name of the event you wish to cancel.
  4. If you would like to cancel the whole reservation  (NOTE: canceling the reservation will cancel every booking listed under the reservation):
  5. On the right side of the page, click “Cancel Reservation.”
  6. On the pop-up, click “Yes, Cancel Reservation” to cancel the reservation.

If you would like to cancel a single booking: 

  1. Scroll down to the section that reads “Bookings.”
  2. Select the red minus sign next to the event date you would like to cancel.
  3. On the pop-up, click “Yes, Cancel Booking” to cancel the booking.

If you have trouble canceling through the EMS Web App, please contact the Office of Reservations and Conference Services by phone or email so that we may assist you.

Note: Late cancelations may result in a fee.

Will I incur a cancellation fee if I cancel my event?

You will incur a cancellation fee depending on the size of the event and the time in which you cancel the reservation. Please contact the Office of Reservations and Conference Services by phone or email to see the fee inquired onto your account upon canceling your event.

Is there a cleanup fee?

If an event is not cleaned or has decorations removed, there will be an additional charge of $75.00 to the account. 

NOTE: A larger charge can incur if there is damage to space, etc.

Who is responsible for the event fees that incur?

The primary billing contact for the event will be in charge of any fees incurred after the event. If billing contact information needs to be changed or you would like to know who the primary billing contact is, please contact the Office of Reservations and Conference Services by phone or email.

How will I be notified of any additional charges or fees?

The Office of Reservations and Conference Services will notify the event’s primary billing contact of any additional charges or fees after the event’s date by email.

If I have an outstanding balance, how will that impact my future reservations?

If you have an outstanding balance, you will not be able to make any reservations with the University. Please contact the Office of Reservations and Conference Services by phone or email to discuss how to fix any outstanding balances.