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Facility Reservations

Northwestern State utilizes Event Management Software (EMS) to manage all non-academic facility use requests.  All such requests are ultimately submitted on-line using EMS.  

Note:  Anyone with access to the Internet may visit the University Calendar to "Browse" for facilities available at the date/time they require.  However, to make requests for facility use they must follow the procedures indicated below. 

EMS User Request Form - This form allows organizations to change the name of the individual who will book space on their behalf.

Requests for facility use are initiated based upon the requestor's affiliation with the University: 

NSU Recognized Student Organization (RSO).  Each RSO has designated one of its members (a current student) as the holder of their EMS User Account.  Having received the necessary training, this student has the authority to make requests for facility use for their organization only!  Using his/her on-line access to virtual EMS, they provide the information required to complete the facility use request. 

Note:  A member of an RSO who is responsible for coordinating an event for the RSO, but does not have access to the EMS reservation system, simply needs to submit a      Reservation Request Data Sheet to their RSO's EMS User for submission of their facility use request.  To facilitate the completion of the Data Sheet, they can "Browse" the University Calendar to determine what facilities are available at the date/time they require and record that data on the Sheet.

NSU Department/Unit.  Each Department and Unit has designated personnel who are EMS User Account holders.  Having received the necessary training, this person has the authority to make requests for facility use for their department/unit only!  Using his/her on-line access to virtual EMS, they provide the information required to complete the facility use request. 

Note:  A member of a Department or Unit who is responsible for coordinating an event for the Department or Unit, but does not have access to the EMS reservation system, simply needs to submit a Reservation Request Data Sheet to their Department or Unit's EMS User for submission of their facility use request.  To facilitate the completion of the Data Sheet, they can "Browse" the University Calendar to determine what facilities are available at the date/time they require and record that data on the Sheet.

Individuals or Organizations Not-affiliated with NSU.  Requests for use of NSU facilities for individuals or organizations not-affiliated with the University must be initiated by the Building Manager concerned. In other words, the individual making the request on their own behalf of, or for a non-affiliated organization, must contact the Building Manager to initiate a facility use request.  Once the Building Manager has completed the EMS facility use request, the non-affiliated individual who made the request, must report to the Office of Facility Use and Friedman Student Union (ODFU) at Room 214 in the Student Union.  At that time they will pay the 10% Non-refundable Reservation Fee which is required prior to their request being confirmed and placed on the University Calendar.  Additionally, other requirements such as: Due date for full paymnet, Liability Insurance, Indemnifcation documentation, police on-site at the event, and Catering will reviewed.  Ultimately, it is the requestor's responsibility to ensure that all of these requirements are met or the event will be cancelled.

If you have questions, please feel free to contact us at 318-357-4118