Events and Hospitality Management processes and coordinates reservations for select buildings at Missouri S&T. We work with campus departments, student organizations, and off-campus groups.

Our office handles reservations for Havener Center, Innovation Lab Forum and Atrium, Protoplex, 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 complete our External Intake Form or contact our office at reserve@mst.edu or call (573) 341-4993.

Off-campus groups are required to obtain event insurance to reserve space on our campus. 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, S&T Dining. 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 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 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. To avoid incurring additional charges, please be sure to release the rain site by this deadline. If the rain site is not released within the required timeframe, all applicable fees associated with the rain-site location will be charged.

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 S&T Dining for all linen requests. S&T Dining 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.