Booking Rooms: University Of Rochester Student Guide

Students at the University of Rochester can book rooms for events, meetings, and rehearsals. However, reservations are granted to departments and recognized student organizations, not individual students. There are various spaces available for booking across the campus, including classrooms, conference rooms, dance studios, music rooms, lounges, and outdoor locations. The booking process is coordinated by the Registrar, Event and Classroom Management (ECM), and Wilson Commons Student Activities (WCSA). Students must submit requests through Virtual EMS, and reservations are subject to availability and priority guidelines.

Students can book rooms for events in the Rush Rhees Library

Students at the University of Rochester can book rooms for events in the Rush Rhees Library. The library is open 24 hours and is located on the River Campus.

Any recognised student organisation can reserve the Welles Brown Room and the Gamble Room free of charge. However, reservations are not exclusive to students, as any UR Department may also rent these rooms, as well as the Hawkins Carlson Room.

To reserve a room, students must follow the steps below:

• Enter your email address in the box labelled "User Email".
• Enter your password. (If you don't remember your password or are unsure if you have an account, contact ecm@rochester.edu).
• Under "My Reservation Template", select the AS&E Staff and Faculty Event Request.
• Note that your request does not guarantee a reservation. A Reservation Coordinator will send an email within 3 business days confirming your reservation or cancelling the request.
• Enter your date and recurrence information, as well as the start and end time of your desired reservation.
• Either add the number of people for your meeting or choose "I know which room I want".
• Select your desired space(s) by clicking on the blue circle with the plus sign.
• Click "Add Room" (you can add more than one room if you wish to book multiple spaces).
• Click the "Next Step" button in the upper right-hand corner.
• Select any services you require from the available list.
• Click the "Next Step" button again.
• Enter the reservation details and agree to the terms and conditions.
• Click the "Create Reservation" button.

It is important to note that this process only applies to room bookings at the Rush Rhees Library. For reservations in other locations on campus, such as the Goergen Athletic Center or the Interfaith Chapel, students should refer to the ECM reservations page. Additionally, reservations are granted to departments and recognised student organisations, not individual students.

Recognised student organisations can reserve the Gamble Room and Welles Brown Room for free

At the University of Rochester, recognised student organisations can reserve rooms for free. While students cannot make individual bookings, they can submit requests through their student organisations.

The University of Rochester offers a range of spaces for student organisations to reserve, including classrooms, computer rooms, event spaces, and outdoor locations. These spaces are typically reserved for academic courses, University events, and Community Weekends. However, after University events and Community Weekends, student organisations receive first priority in Wilson Commons.

In addition to the Gamble Room and Welles Brown Room, student organisations can also reserve other spaces on campus. For example, the First-Year Quad and Upperclass Quad areas offer conference rooms and lounges that can be reserved. The Jackson Court area also has multiple reservable spaces, including the O'Brien Dance Studio, Music Practice Room, Conference Room, and the Jackson Court Fireplace. However, reservations for the fireplace must be made at least five business days in advance, and only students who have completed fireplace training will be allowed to reserve this space.

Student organisations can request rooms for regular or weekly meetings

Student organisations at the University of Rochester can request rooms for regular or weekly meetings. The Registrar, Event and Classroom Management (ECM), and Wilson Commons Student Activities (WCSA) coordinate the reservation process. While reservations are granted to departments and recognised student organisations, and not individual students, student organisations can request rooms within building hours, which are available in Virtual EMS.

Student organisations can submit reservation requests for study hours. A member of the organisation must be present for the duration of the reservation. Study hours can be moved or cancelled for special events and the contact person will be notified via email. Study hours will not be processed until after the first full week of classes.

Student organisations can reserve the Gamble Room and the Welles Brown Room in the Rush Rhees Library at no cost. Any authorised student representative for a recognised student organisation may book these rooms for free. To reserve a room, students must enter their email address and password, select the AS&E Staff and Faculty Event Request, and enter the date, time, and number of people for their meeting. A Reservation Coordinator will then confirm the reservation or cancel the request within three business days.

Student organisations can also reserve rooms in the following locations:

• Classrooms in academic buildings, including computer classrooms
• Some outdoor locations
• River Campus Libraries
• Goergen Athletic Center
• Interfaith Chapel

Reservations outside of building hours are possible for one-time events with advisor approval

At the University of Rochester, students are allowed to book rooms for their events. However, the reservation process is coordinated by the Registrar, Event and Classroom Management (ECM), and Wilson Commons Student Activities (WCSA), and reservations are granted to departments and recognised student organisations, not individual students. Student organisations can request rooms within building hours, which are available in Virtual EMS for regular or weekly meetings.

The process for requesting reservations varies depending on the location and type of space. For example, the First-Year Quad, First-Year Hill, Upperclass Quad, and Hill Court spaces are managed by different area offices, and each has its own contact information. Additionally, the Jackson Court spaces are reservable through Virtual EMS, and the area office also accepts walk-in/same-day reservations during regular business hours.

It is important to note that no residential life spaces allow for same-day appointments or recurring reservations (e.g. weekly meetings). Therefore, reservations must be made in advance, and requests should be submitted at least five business days before the event. If the request is made with less than five business days' notice, the student organisation should check with the area office in person to see if a reservation is still possible.

In conclusion, while students at the University of Rochester cannot individually book rooms, they can do so through their student organisations with the support of their advisors. By following the appropriate procedures and seeking the necessary approvals, student organisations can successfully book rooms, even outside of regular building hours, to host their events.

Rooms can be booked in the First-Year Quad, First-Year Hill, Upperclass Quad, Hill Court and Jackson Court

The University of Rochester offers a range of residential options for its students, with rooms available for booking in various areas. The Office for Residential Life and Housing Services provides housing and a sense of community for over 4,100 residents.

First-year students can book rooms in the First-Year Quad and First-Year Hill. The First-Year Quad offers conference rooms such as the Gilbert, Hoeing, and Tiernan Conference Rooms. Meanwhile, the First-Year Hill area provides the Susan B. Anthony Media Lounge.

Upperclassmen can book rooms in the Upperclass Quad, which is managed by the Bridge Area Office. The Hill Court and Jackson Court also offer bookable spaces. Hill Court features the Slater Community Room, while Jackson Court has multiple reservable spaces, including the O'Brien Dance Studio, Music Practice Room, Conference Room, and the outdoor Jackson Court Fireplace.

It is important to note that reservations for residential spaces must be made in advance, and same-day appointments are not accommodated. Additionally, reoccurring reservations, such as weekly meetings, are not permitted in residential areas. Students should contact the respective area offices to reserve spaces, and reservations outside of building hours for one-time events require advisor approval.

Frequently asked questions