Reserve a Room
Procedures

The specific organization or department emails a request to the Office of Conferences & Events, reservations@guilford.edu.  The Request should include:

  • Name of Department or Organization
  • Name/Email/Phone # of Person Responsible for Event
  • Name/Email/Phone # of Secondary Contact Person
  • Mane of Event
  • Type of Event
  • Date Preferred
  • Space Preferred
  • Time of Event
  • Time Needed Before and After Event for Set-up/Strike
  • Number of People Expected
  • Technical Needs
  • Special Set-up Required (tables, chairs, tents, equipment, etc)

When the reservation request has been received, a member of the C & E staff will review it and follow up with the primary contact.  The C&E staff member will then input the reservation into the EMS (Event Management System) calendar.  If there are conflicts, the primary contact will be notified to resolve the conflict.

Once the reservation has been entered into EMS , a confirmation via email will be sent to the primary contact.  If all information is not complete at the time of the reservation (i.e. technical requirements, number of people expected), the reservation status will be HOLD.  It will be changed to CONFIRMED when all information is complete.

If the reserving group is a student organization, a copy of the reservation will be emailed to the Coordinator for Student Involvement and Leadership.  If the organization is not in good standing, the reservation may be cancelled at the request of the Student Involvement office.  The reserving group will be notified if that occurs.

All technical requests must be received no later than 10 days prior to the date of the event.  Any requests received after that date may not be supported.

Any reservations made less than two weeks in advance of the event may not receive resources from the Office of Conferences & Events if previous commitments prevent support.