Frequently Asked Questions

  1. My reservation request is still in Tentative Pending status. When will it be confirmed?
  2. When I’m making the reservation request in EMS, how do I know which times to use?
  3. I submitted a reservation for a meeting and now I need to change the time.
  4. How do we request things like a podium and registration table with chairs for our event?
  5. We submitted a reservation for an event in Cat Cavern and we received an email response with a list of questions and steps to follow. Should we wait to reply until we have completed all the steps?
  6. I am planning an event but I don’t know how to find the most suitable space for it?
  7. When I reserve Cat Cavern, Alumni Lounge or Montag Den, what are the differences in the setup types and how do I know which one to choose?
  8. I found the right space for my event but when I try to make a reservation in EMS, the space is offline and not available. What options do I have?

1. My reservation request is still in Tentative Pending status. When will it be confirmed?

Be sure you answered all the questions in the email response you received from the Scheduling Office. We might be waiting for an answer about setup details. If you have answered all the questions, send the Scheduling Office an email asking about the status of your reservation.


2. When I’m making the reservation request in EMS, how do I know which times to use?

Use the actual start time and end time of the event. The Scheduling Office adds the setup and clean up times later.


3. I submitted a reservation for a meeting and now I need to change the time.

If you need to make changes to your reservation, try to go back in EMS and make the changes yourself. If you have any trouble, email the Scheduling Office.


4. How do we request things like a podium and registration table with chairs for our event?

With the reservation open in the EMS portal, select “Extra Furnishings,” and choose a rectangular table, 6-foot or 8-foot, and other items. Feel free to type a note about placement instructions. 


5. We submitted a reservation for an event in Cat Cavern and we received an email response with a list of questions and steps to follow. Should we wait to reply until we have completed all the steps?

Please reply to the Scheduling Office as soon as possible. Answer as many of the questions as you can and let us know you are working on the follow up steps. We appreciate you keeping us in the communication loop. And let us know if you need any help.


6. I am planning an event but I don’t know how to find the most suitable space for it?

Look at the room descriptions and diagrams on the website and feel free to email the Scheduling Office to ask for recommendations: https://willamette.edu/offices/service-center/scheduling-and-events/spaces/index.html


7. When I reserve Cat Cavern, Alumni Lounge or Montag Den, what are the differences in the setup types and how do I know which one to choose?

Here is a summary: 
Banquet
= round tables with 8 chairs
Theater
= chairs in a row with an aisle
Info Fair
= rectangular tables with 2 chairs each around room perimeter 
Reception
= 3-5 round tables with chairs, open space for mingling
Remember to include the number of people in the "Estimated Event Attendance" field so the facilities team will know how many chairs and tables are needed.


8. I found the right space for my event but when I try to make a reservation in EMS, the space is offline and not available. What options do I have?

Willamette has several high-priority events on campus each year. These events require a variety of spaces blocked off for several days. Additionally, staffing resources are limited during these high-priority events. To find out what weekends to avoid, check the Willamette University events calendar https://willamette.edu/events/index.html 


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