Reservation Request

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Reservation Process

Meetings and events held on campus, except academic classes, are scheduled through our EMS online tool. This site is intended to direct you to important information and appropriate resources that will facilitate your space reservations needs.

To receive the best selection of meeting and event space, it is recommended a reservation request be submitted with as much advance notice as possible. A reservation request is considered tentative, and will not be considered confirmed, until all information is completed and the reservation request is approved.

 

EMS Q&A Guide: Navigating Room Reservations & Finding the Right Contacts

  1. Who should I contact with questions about room reservations in EMS and those not on EMS?

    For specific buildings or event types, refer to the list below:

  2. How do I submit a room reservation request in EMS?

    Ensure you provide at least three to four weeks event lead time to allow for approvals, setup coordination, permits, and catering needs. Requests within two weeks of the event may be denied.

    Log in to EMS at Home/EMS, select the appropriate room category, fill in all the required details and submit your request.

  3. What information is necessary when submitting an EMS reservation request?

    To avoid delays, please include:

    • Event Name & Description

    • Date & Time (including setup/breakdown time)

    • Expected Attendance

    • Room Setup (theater-style, banquet, U-shape, etc.)

    • AV/Technology Needs

    • Catering Requests (if applicable – for II 1300)

    • Any Additional Notes or Special Requests

  4. Who approves room reservations and how long does it take?

    Approvers depends on the requested space. Processing time varies, but most requests are reviewed within 48-hours and processed within 3-5 business days.

  5. Are reservations handled on a first-come, first-served basis?

    Yes; however, priority may be given to academic courses, university-sponsored events, and high-priority functions. To secure your preferred space, it is recommended to submit your request via EMS at least 3 to 4 weeks in advance.

  6. How do I check the status of my room reservation?

    You can check your reservation status by logging into EMS and navigating to "My Events". If your request is still pending, you may follow up by emailing reservations@csudh.edu.

  7. What should I do if the room I want is unavailable?

    If your preferred room is unavailable:

    • Try adjusting the event date or time.

    • Select an alternative room within EMS.

  8. Are there specific rooms designated for large events?

    The Loker Student Union (LSU) offers ballrooms that can accommodate large events; however, please note that there is typically a fee associated with using these spaces.

    Additionally, following spaces are available for reservations:

    • II 1200 Auditorium: Seats up to 250, NO catering allowed - email request to: reservations@csudh.edu

    • II 1300 Banquet Room: Seats up to 125 guests, catering is allowed - email request to: reservations@csudh.edu

    • Library 5th Floor South Commons Area: Seats up to 169, catering is allowed - email request to: Guy Witherspoon at gwitherspoon@csudh.edu

    • University Theater: Seats up to 444, NO catering allowed - email request to: Christian Rosas at crosas@csudh.edu

  9. Are food and catering allowed in the reserved spaces?

    Catering is only permitted in designated event spaces that allow for catering. Please take extra note that food and catering are NOT allowed in classrooms.

  10. Is II 1300 Banquet Room automatically set-up for my event?

    Between reservations, II 1300 will be completely cleared of all tables, chairs, and setup items. A work order must be submitted for every reservation, regardless of the requested setup. Please allow 1–2 hours between events. Larger or more complex setups may need additional time to ensure efficiency.

    The person in charge of the reservation must ensure the room is set up as desired by:

    • Submitting a work order to Facilities for any set-up adjustments (tables, chairs, podiums, etc.).

    • Coordinating directly with Facilities to confirm the setup before the event.

    • It is recommended to check the room in advance of your event to ensure the setup meets your requested setup.

    • Facilities Work Order Request Form: https://csudh.metabim.com/public/work/CreateCall.htm

  11. Who do I contact to request an additional set-up in the spaces that allow for catering such as tables, chairs, or AV equipment?

    If additional equipment is needed, a separate work order with Facilities/IT may be required.

  12. Can I arrange furniture in the reserved room?

    Some rooms have fixed seating, while others allow for flexible setups. Rooms that allow for flexible set-ups should always be returned to their original setup after the event.

  13. What happens if I need to cancel or modify a reservation?

    You may modify or cancel a reservation via EMS, or notify reservations@csudh.edu.

  14. Are there any rooms that do not live on the EMS platform and if so, how do I book these spaces?

    Yes, see below:

  15. How far in advance can I book a room?

    Most rooms can be reserved up to 12 months in advance via EMS and all space reservations are on a first-come, first-served basis.

    However, event confirmation timelines are dependent on the release of the academic calendar, which is generally published around the following times:
    • Fall: May–June
    • Spring: November–December
    • Summer: April

    Note that your event confirmations might be placed ON HOLD until this time.

  16. Are there any fees associated with reserving a classroom or banquet room?

    Currently, there are no fees associated with reserving these campus venues for the campus community. However, please note that Facilities Services does charge a fee for their services.

    External groups can expect associated rental and service fees and possible permits costs, depending on the event.

  17. Who should I contact if my reserved room is locked?

    Please contact campus police via email at dispatch@csudh.edu or x3639 so they can unlock the room on time for your event. Please have your confirmation ready to verify your reservation.