How do I reserve space through EMS?
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  • Unable to Login to EMS - Help Section

Step 1

Sign in to EMS with your Single Sign On credentials. If you have not logged in to EMS for a while, you may need to sign in twice to activate your reservation portal account. If you are still having issues, try using the Chrome browser.

If you are booking space for an off-campus organization, please contact our office directly.

Step 2

Select the appropriate web template to find your desired room.

Enter the date and time of your event. If you are making reservations for multiple dates press the recurrence button and pick the dates of your events.

Press the search button.

Step 3

Once the rooms available during the selected time appear, click on the green plus sign next to the name of the room you would like to select.

A pop-up will appear that asks the number of attendees and set-up type. Once you have selected both, click on Add Room. If you need multiple rooms, you can add additional rooms during this step.

Click on next step.

Step 4

Here, you can add any equipment or services needed for your event. Simply select your desired options and click Next Step.

Add your event name, event type and group details. A ‘group’ is the student organization you belong to or the department you work in. 

Step 5

Fill out the Additional Information section with details of your event including the start and end times, access times, and general schedule of the event. If you have requests to relay to your event coordinator, this is where you can communicate additional information.

Select ‘Create Reservation’ and your reservation request will be sent to our office for review.

Unable to Login to EMS - Help Section

Some quick resolutions are:  if something isn't working right, sign out and back in 1 or two times. New users, or users that have not logged in in a while must sign in two or three times so the system has time to recognize you as a user.  Other helpful tips are to always use google chrome.  Clear Cache on your web browser or use an incognito window if all other things are not working.

Resolving Log-in Issues with Multifactor Authentication:

  1. Open an incognito window in Google Chrome, sign in to EMS with your email (make sure it says umsystem), and when it goes to the authentication screen to send the passcode to your phone, there is a tiny spot at the bottom that says "sign in with password".  
    1. This will take you to the second authentication screen and send the passcode to your phone.  Once you have completed this process, you should be logged in to EMS web and able to make reservations.
    2. Completing this process in incognito mode at first will tell us if that "log in with password" option is the fix for you, before making you restart everything :)  You shouldn't have to do incognito mode every time.
  2. If the above process works, then log out of all the umsystem programs on your computer, Click your name on the EMS page and sign out, close and restart your computer, and then open Google Chrome again.
    1. Go to EMS in Google Chrome FIRST. Log in the same way as above, clicking "log in/sign in with password" and you should have no issues.
    2. You should not need to use an incognito window every time, once you have restarted your computer.

Events and Hospitality Management processes and coordinates reservations for select buildings at Missouri University of Science and Technology. We work with campus departments, student organizations, and off-campus groups.

Our office handles reservations for Havener Center, Innovation Lab Forum and Atrium, Welcome Center, Leach Theatre, and outdoor spaces.

The Registrar’s Office intakes all reservations requests for academic spaces for both classes and other needs. To book a classroom, fill out the Academic Reservation Form. 

EMS is an event management software our campus uses for reservations and event coordination. EMS is accessible through the Events and Hospitality Management website. All Missouri S&T faculty and staff have access to the reservation system. The system is also available to officers of Registered Student Organizations (RSOs) making reservations on behalf of their group. Faculty, staff, and students can log in using their SSO and university password.

We welcome off-campus groups to reserve space on campus! To inquire or make a booking, please contact our office at reserve@mst.edu or call (573) 341-4993.

Off-campus groups are required to obtain Event Insurance to reserve space with our office. You can purchase this from your insurance provider. More information can be found at Certificates of Insurance | University of Missouri System.

 

If you are hosting an event with food in the Havener Center, Innovation Lab, or Welcome Center, you are required to use the university’s preferred caterer, Chartwells. Catering options are available at dining.mst.edu/catering. To place an order or request information, email cater@mst.edu. 

Events and Hospitality Management accepts reservations for all venues—except Leach Theatre—up to 180 business days in advance. We recommend setting a calendar reminder for 180 business days prior to your desired event date to submit your request online. Special requests are rarely accommodated, but exceptions may be made for events such as weddings, Admissions programs, academic classes, international guests, contracted conferences, and certain speaker engagements. If you believe your event qualifies for an exception, please email us at reserve@mst.edu.

To request an event outside of regular building hours, please contact our office directly, as off-hours requests cannot be made online. Include in your request the event date and times, a brief description, estimated attendance, and any catering or equipment needs. If approved, an hourly overtime fee will be applied to your reservation.

If you are needing to book a same-day reservation, you will not be able to reserve space using EMS. However, you can contact Events and Hospitality Management to see if your request can be accommodated. Additional fees apply for same-day reservation requests.

 

Yes! Just click on the ‘My Events’ button after logging in and select the reservation you would like to update. From there, you can edit your reservation details. If your event has already been confirmed and you’ve updated details online, be sure to communicate those changes with our team. 

After logging into EMS, select the ‘My Events’ section in the sidebar. Select the event you would like to reoccur. Scroll down to bookings and click ‘New Booking.’ From there, click the ‘Recurrence’ button in the date & time information. Select your desired dates, and the available rooms, and then click ‘Update Reservation.’ Our office will see your new reservation requests and begin the approval process.

Only officers of Registered Student Organizations (RSOs) are authorized to make reservations on behalf of their organization.

We cannot allow groups to handle to setup and tear-down of our equipment for liability reasons.

 

If you are unsure of your event date, you may hold up to two dates in venues managed by Events and Hospitality Management. We ask that you confirm or release these holds at least six weeks in advance for all spaces except Leach Theatre. For Leach Theatre, holds must be confirmed or released at least eight weeks prior to the event date, or sooner if challenged by another promoter. If your preferred date is already reserved, we can place you on a waitlist and notify you if the space becomes available.

You can log in to EMS to create a reservation request for any of our indoor spaces. If the space is intended as a rain-site location, please indicate this on the last page of the request in the Additional Information section and include the reservation number for your outdoor space. Rain-site locations must be released with Events and Hospitality Management by 12:00 p.m., two business days prior to your outdoor event.

EMS automatically filters out unavailable rooms based on your event details (e.g., date, time, setup, guest count). If a room is not appearing, it may already be reserved by another group or excluded based on the information you entered. Additionally, double-check that you have selected the correct reservation template, as the room you are looking for may be listed under a different template.

The building may be closed, or your desired date may fall outside the allowable online reservation window. Venues stop accepting online requests after a certain period to allow for staffing and other necessary arrangements. For more information, please contact Events & Hospitality Management.

 

Study rooms in the Innovation Lab are only available for student use. These rooms can be scheduled using the room calendar in Microsoft Exchange through Microsoft Outlook. A step-by-step guide is available on the Facilities Planning and Operations website.

The university partners with Chartwells for all linen requests. Chartwells sources linens through a third-party vendor. To request linens, please email cater@mst.edu.

EMS sends automated emails when an event request has been submitted online. Other emails are sent manually by Events and Hospitality Management staff directly. 

Common EMS Terminology

Everyday User: A person who places the reservation online. The Everyday User on a reservation has access to view and edit event details online in EMS.

Web Templates: Web Templates are the different selections at the beginning of the reservation process that help you find the best space for your event. The different web templates and their definitions are below:

Large Meeting/Event Space: This template focuses on spaces with a capacity of 100 or more. The following spaces are in the Large Meeting/Event Space template: Carver/Turner, Missouri/Ozark, St. Pat’s Ballroom, Innovation Lab Forum, Innovation Lab Atrium, Welcome Center Large Room (coming soon!).

Students on behalf of Registered Student Organizations, may reserve these spaces via Large Meeting/Event Space- Student Org Only.

Leach Theatre: This template is used for reserving Leach Theatre. The following spaces are available in the Leach Theatre template: Leach Theatre ALL, Dressing Rooms, Lobby, Courtyard.

Students on behalf of Registered Student Organizations, may reserve these spaces via Leach Theatre- Student Org Only.

Outdoor Space: This template is used for reserving space outdoors. Due to various construction projects, outdoor availability changes frequently occur. An up to date list of reservable outdoor spaces can be found under the Outdoor Spaces template in EMS.

Students, on behalf of Registered Student Organizations, may reserve these spaces via Outdoor Space- Student Org Only.

Small Meeting/Event Space: This template focuses on spaces with a capacity of typically 70 or less. The following spaces are in the Small Meeting/Event Space template: Burgess, Carver, Gasconade, Mark Twain, Meramec, Missouri, Ozark, Shamrock, Silver & Gold, Turner, Welcome Center Presentation Room (coming soon!).

Students, on behalf of Registered Student Organizations, may reserve these spaces via Small Meeting/Event Space- Student Org Only.

Tabling Space: This template is used for reserving tabling space and basement cages in the Havener Center.

Students, on behalf of Registered Student Organizations, may reserve these spaces via Tabling Space- Student Org Only.

Client Service: Service provided by the venue to assist in the success of your event.

Group: Organization/department hosting the event.

Setup Type: Setup Types are the different room configuration options available for that room.

Preset Configuration: The Preset Configuration is the setup type the room defaults to if nothing else is requested.

Event Time: Event time is the true time the event itself starts and ends. The requested access time can be indicated at the last step of the reservation process.