RESERVATIONS

Reservations Office Hours

To contact the reservations office, please call 412-648-7817 or email wmpittun@pitt.edu from 9 AM – 5 PM, Monday – Friday.

Setups can be submitted through your EMS reservation or to wmpittun@pitt.edu or ohara@pitt.edu depending on the location of the program.


Reserving Space in the Student Unions

The Event Management System (EMS) is to be used for reserving rooms in the William Pitt Union (WPU), O’Hara Student Center (OSC), Campus Recreation facilities, Schenley Quad, Towers Patio and tabling, Sutherland Hall tabling, and other designated academic buildings during evening hours. The room reservation system provides an online means for reserving and viewing student organizations’ and Student Affairs’ room reservations across campus. Authorized users can submit requests for room reservations to be reviewed by William Pitt Union and O’Hara Student Center reservations staff.

To create an EMS account:

  • You must be an officer in a SORC recognized student organization or Pitt Oakland campus staff or faculty.
  • View our EMS training Powerpoint and complete the quiz at the end of the tutorial. You must complete the quiz for your account to be activated.
  • Your quiz results will automatically be sent to us. If you do not take the quiz we won’t know you applied for an account.
  • You must also apply for an account with EMS.
  • Be sure to use your Pitt username (e.g. abc123, no @pitt.edu needed) and current Pitt password. Alias usernames should not be used.
  • New users will be notified via e-mail when their account has been activated. Typically, accounts are activated within 3-4 business days but can take up to 1-2 weeks during peak times of the semester.

For help with the new EMS interface please view this PowerPoint.

If your account is inactive or pending, DO NOT apply for another account! Email ems-help@pitt.edu and we can re-activate your current account.

Student groups are eligible to have 2 members with EMS access. If you are an officer in multiple organizations, you can have access to reserve on behalf of more than one organization. Email ems-help@pitt.edu with the student organization names and your positions within each club.

Once your account has been activated, you can begin reserving space at ems.williampittunion.pitt.edu. EMS is most user-friendly when using a computer rather than a mobile device and either Microsoft Edge or Mozilla Firefox.

Looking for space not found in EMS? All SORC recognized student organizations and university departments are eligible to reserve space in other University buildings.


Reservation Timeline

Student Affairs & Formula Groups Monday, July 12
Student Organziations Monday, July 19
Academic & Administrative Units Monday, August 2
First Reservable Date for all Clients for Fall 2021 Monday, August 9
*Classes conclude Friday, August 6th

Disclaimer: Due to current university policy, masks will continue to be required inside university buildings and any non-Pitt affiliated guests attending events will be required to fill out the COVID Guest Form.

Recreation and Athletic Space are on a different schedule than the WPU reservation timeline, click here to view when you can reserve a facility. Any questions pertaining to Campus Recreation space, please contact Hunter England at hje2@pitt.edu

Reservation Booking Rules

Booking Rules
Multipurpose Rooms, Outdoor Spaces 21 days in advance
Meeting Rooms, Dance Studio, & Cathedral of Learning and David Lawrence classrooms* (evenings and weekends) 7 days in advance
Information Tables 3 days in advance
* student organizations only

Once your event is approved, please work with your designated William Pitt Union or O’Hara Student Center contact for any questions or concerns.


Room Setups

Room setups are due to William Pitt Union Reservations or O’Hara Student Center Information Desk no later than 2 weeks before an event. Setups can be submitted online at wmpittun@pitt.edu or ohara@pitt.edu as well.

When requesting a room, be sure to include your personal setup and tear-down time. Facilities reserved time is not for personal use and you will not have access to the room during this time.

Room Default Facilities Reserved Time
Multipurpose Rooms, Outdoor Spaces & Nordy’s 2 hours
Meeting Rooms & Dance Studio 30 minutes

Set Up Types and Max Capacities

Room Set Up Types

Frequently Used Terms

Indoor Tables

Indoor tables on the lower level of the WPU (Schenley Café) available for marketing organizations and upcoming programs.



Indoor Tables

Outdoor Tables

Outdoor tables in front of the WPU available for marketing organizations and upcoming programs.

Multipurpose Room

Any room that the set up can be changed and adapted to fit your needs.
*Assembly Room, Kurtzman Room, Ballroom, Lower Lounge, Dining Room A & B, 548, OSC Ballroom & Dining Room

Meeting Room

Any room that must be used as found. Usually set lecture or conference style.*Kimbo Conference Room, 310, 527, 538, 539, 540, 542, 837, 918

Residence Life Information Tables

Tables available for student groups in Towers lobby for student groups in Towers lobby and Sutherland Hall lobby. Use EMS if you would like to reserve this space.

Web Process Templates

The list of rooms you are eligible to reserve. The rooms are grouped together under templates which can be found under the Reservations tab once you are logged in. Student groups have different permissions than departments and can reserve more space on campus. For example, student groups can reserve University Classrooms in the evenings and weekends while departments are unable to do so. Classrooms: Student groups can request classrooms in the Cathedral of Learning and David Lawrence after 9pm on evenings and all day on weekends.

University Classrooms

Student groups can request classrooms in the Cathedral of Learning and David Lawrence after 9pm on evenings and weekends. Student groups are not permitted to rearrange or remove classroom furniture. All requests for audiovisual equipment are handled by CIDDE.

User Defined Fields

The questions asked to you in EMS in order to collect as much information about your event as possible.

Depending on the type of event space you are looking to reserve, below are some questions EMS will need to know:

  • Date of event
  • Event start and end time (this should include your personal set up and tear-down time)
  • Advertised start and end times
  • Expected attendance
  • University/SORC account number
  • Description of event (as detailed as possible)
  • Will you be having non-Pitt speakers or guests?
  • Will you be having food/beverage?
  • If you are having food, would you like to compost your food waste?
  • Will anyone under the age of 18 be present?
  • Will there be sales or fundraising?
  • Is your event open to anyone or private?

For additional information regarding event planning, including potential costs, food forms, and other policies and procedures, click here.


FAQ

General Questions

I am logged in but am unable to see any reservation options under the Make a Reservation tab.

This could be a couple of different issues. First make sure you logged in using your Pitt username and not your Pitt email (e.g. abc123, no @pitt.edu needed). If this did not fix the problem, then the next possibility applies if your account was just activated. If this is your case, please wait a few hours and try again. If neither of these solutions apply to you, contact ems-help@pitt.edu or come to the Reservations Office on the Main Floor of the William Pitt Union, Monday through Friday 9AM – 5PM.

What do I do if my account is inactive?

Your account status is switched to “inactive” when you have not used it or made a reservation in the past semester. Send an email to ems-help@pitt.edu asking for your account to be reactivated. You will receive an email confirmation within a few days when it has been reactivated.

Why is my reservation “tentative”?

There could be a couple of different reasons.  Make sure you read your “tentative” status email from the WPU or OSC reservations team which will explain why your status is not “confirmed”.  If you have questions, email wmpittun@pitt.edu or ohara@pitt.edu to receive a response within 24-48 hours.  Tentative requests usually have outstanding items that need to be addressed or turned in before being confirmed (fully executed contracts, events with minors’ paperwork, further event details required, meeting with reservations staff).

I am an officer in two clubs. How can I reserve space on behalf of both?

Send an email to ems-help@pitt.edu. Please include the clubs you are involved in and what positions you hold.

How many people can have EMS access for my student organization?

Two students per organization. Please let us know when officer transitioning is happening so we can make sure the appropriate students have access to reserve on behalf of the organization.

How do I update or change my reservation?

Please send any updates, changes, or cancellations to an EMS reservation to wmpittun@pitt.edu or ohara@pitt.edu as soon as possible.

How do I cancel my reservation?

You can cancel your event through EMS or email the Reservations Office at wmpittun@pitt.edu.

Logistics

How do I know what room(s) to reserve that would meet my needs?

It is important to know what the purpose of your event is and your expected attendance before putting in your EMS request. You can find room capacities on either EMS or layout templates on the reservations page.

How do I check if space is available?

​You can use the Browse for Space tab on the left-hand side of the EMS website. You do not need to have an EMS account to browse for space.

How do I check a rooms’ set up capabilities and capacities?
I requested a space, now what?

Within 1 week, you will receive an email from a staff member in the WPU or OSC stating your next steps.  If you would like to check with the reservations office regarding the status of your event, please contact either wmpittun@pitt.edu or ohara@pitt.edu no later than 2 weeks before an event.  Meeting rooms will be set as is. To see sample setups, visit (room guide hyperlink) or stop by the WPU Reservations desk Monday through Friday 9am-5pm.

How do I schedule recurring meetings?

First, select a template under the Make a Reservation tab. Above where you select a date and time you will see a reoccurring button. There you will be able to set your reoccurring needs. Once you have confirmed your needs EMS will automatically select rooms that meet your needs. You will then continue your selection process as normal.

How do I reserve banner space?

You can request a banner on our event reservation website, EMS. Once logged in, under the Reservations tab you should see an option for WPU Banner Request. Contact ems-help@pitt.edu if you do not see this option.

To view banner dimensions, please visit https://www.studentaffairs.pitt.edu/studentunions/about/. Banners in the Quad can be reserved through Residence Life. Email Carly Ramer at reslife@pitt.edu to discuss this process.

How can I reserve an information table?

​WPU indoor and outdoor tables can be reserved in EMS through the WPU Table reservation template. EMS requires 72 hours’ notice in order to reserve a table.

How do I request technical services?

You should request your audio/visual equipment when making your EMS reservation. If you have already submitted your request, you can log in to EMS and edit your reservation by clicking on My Events. Technical services can be added by the SA tech team as well but this request must be sent in no later than 14 days before the event.
Phone: 412-648-7821
Email: satech@pitt.edu

Where do I submit my event contract or contract waiver for review?

The Student Organization Resource Center (SORC) on the 8th floor of the William Pitt Union can help student groups with contracting all types of services. Visit their office or the contract’s page of the SORC website at https://www.studentaffairs.pitt.edu/sorc/funding/contracts/
Academic Departments and the Division of Student Affairs should refer to their department’s Dean for all contract inquiries.

Where do I submit my events with minors paperwork?

All certified student organizations, sponsoring events involving direct contact with minors must register the event with the Division of Student Affairs through the William Pitt Union or O’Hara Student Center Reservations Office. Direct contact is defined by law as care, guidance, supervision or control of minors, or routine interactions with minors.  Visit https://www.studentaffairs.pitt.edu/studentunions/events-with-minors/ to complete the forms.

What are the three types of food forms for the unions?

1. Catering Exemption – Campus Catering is the approved caterer on campus and has the right to bid for your business. In the event you would like to pursue a company outside of the university, a Catering Exemption must be completed. To learn more about catering exemptions, visit https://apps.fis.pitt.edu/cateringexemption
2. Donated Food (from Food Services) - The Department of Housing, Food Services, and Panther Central proudly donate Pepsi Products and food items to the University of Pittsburgh community. They attempt to support student programs and University events that are open to the University of Pittsburgh’s student body. To request donated food or services from University Food Services, visit https://apps.fis.pitt.edu/donatedFoods/DonatedFoods
3. Snack Approval Form – if you are hosting a program in the WPU or OSC and would like to bring in snack-like items, visit https://www.studentaffairs.pitt.edu/studentunions/forms/. Homemade food and potlucks are prohibited. Pizza, chips, pretzels, appetizer trays (veggie, fruit, dips), and items from a bakery are permitted.

I am interested in composting at my event, now what?

When reserving space in EMS, you will be asked if you are interested in composting at your event.  If you mark yes, someone from the Student Office of Sustainability (SOOS) will contact you.

EMS Errors

I can see the rooms, but I can’t pick a date to make a reservation.

EMS is best used with Safari or Mozilla Firefox. If the calendar is not showing up when you go to choose your date, try using a different browser. Also, if you are using a mobile device, try using a computer.

What is a “first available booking date” violation?

This violation occurs when you try to book a room too close to the event date. For our meeting rooms, reservations need to be made at least 2 days in advance, and the multipurpose rooms need to be reserved at least 14 days in advance. Information tables can be reserved 1 day in advance. See the booking rules table for more information.

What is my “last allowed booking date”?

This is the last date that you are allowed to reserve space for the semester. Because our room templates open semesterly, you may be choosing a date that is too far into the future. See the priority scheduling chart for more details.

Why does my request have a “conflict with another booking”?

This means that the time and location you are choosing is already reserved by another group. Unfortunately, you will not be able to reserve at this specific date and time.

Why am I getting an error that states “Your request violates building hours”?

Unfortunately, you are requesting to have an event during a time when the building is closed. If you would like to discuss the possibilities of hosting an after-hours or early morning event, please contact wmpittun@pitt.edu.

I received an error message that states that “Not enough furniture is available to meet my request”, what do I do?

Please contact wmpittun@pitt.edu and we can check our inventory to see if there is enough to accommodate all programs that would be taking place at the same time as yours.

Why am I receiving a message that states “There is more than one user record that matches the supplied user id”?

This means that you already have an account in the EMS system.  If you are unable to login, please contact ems-help@pitt.edu to resolve this issue.