Reserving Event Space
Campus Events and Conference Services (CECS) coordinates the scheduling of non-academic event spaces across campus. Whether you are planning a meeting, conference, performance, recruitment event, banquet, or other campus activity, our team works with event sponsors to identify an appropriate venue and coordinate the resources necessary to support a successful event.
Requesting Space vs. a Confirmed Reservation
Submitting a space request does not mean that the space has been reserved or that the event has been approved.
A space request notifies CECS that you would like a specific date, time, and location considered for your event. Each request is reviewed based on space availability, academic and institutional priorities, facility suitability, operational impacts, event requirements, and the availability of necessary campus support services.
A reservation is considered confirmed only after the event sponsor receives confirmation from Campus Events and Conference Services. Until that confirmation is received, event sponsors should not advertise the location, invite participants, enter into agreements with vendors, or make other commitments that depend upon the requested space.
During the review process, CECS may contact the event sponsor to request additional information, recommend an alternate venue or date, or identify operational requirements that must be addressed before the reservation can be confirmed.
Please note:
- An automated submission or email acknowledgement confirms only that your request has been received.
- Requested spaces, dates, and times are not guaranteed until confirmed by CECS.
- Space requests are reviewed based on operational consideration and institutional priorities.
A confirmed space reservation does not automatically include furniture, equipment, staffing, audiovisual support, or other event support services. These needs are coordinated separately through the event planning process.
Event Details Confirmation
To ensure your event is properly planned and supported, all event details should be finalized and confirmed with CECS no later than five (5) business days prior to the scheduled event unless otherwise noted. This confirmation allows CECS to coordinate room setups, communicate final
requirements with campus partners, schedule support services, and ensure the event is operationally ready.
Event sponsors should be prepared to confirm:
- Final anticipated attendance.
- Room setup requirements, including room configuration and the number of tables, chairs, podiums, staging, or other available furnishings needed.
- Event timeline, including sponsor access time, setup period, event start and end times, and teardown completion.
- Audio/visual or technology needs.
- Accessibility accommodations or other special event requirements.
- Vendor or contractor participation.
Any remaining operational details necessary to support the event.
Changes requested within one week of the event will be accommodated whenever operationally feasible but cannot be guaranteed due to staffing availability, resource inventories, scheduling constraints, or other operational considerations. Providing complete and accurate information by the one-week deadline helps ensure your event is properly prepared and allows campus resources to be coordinated efficiently.
Planning Ahead
Event sponsors are encouraged to submit requests as early as possible and allow sufficient time for CECS to review the request, coordinate support services, and confirm operational details. Early planning increases scheduling flexibility and helps ensure the resources needed for a successful event are available.Faculty and staff may access the EMS Reservation Portal using their Laker NetID and password.
Once logged in, select Faculty/Staff Room Reservation Request to submit a space reservation request.
Faculty and staff requesting table space in the Marano Campus Center should email [email protected] directly as the Marano CC Tabling Reservation option in reservation portal is currently being updated and is temporarily unavailable.
For assistance with reservations, event planning and coordination please contact:
Campus Events and Conference Services (CECS)
135 Marano Campus Center
315.312.2301
[email protected]Office Hours Monday to Friday 8:30am to 4:00pm