Internal Groups - 2024-2025 Early Event Registration Process

Each spring, the Events Advisory Council, who sets policies and guidelines for the scheduling of all activities, reviews applications for and oversees the preparation of the schedule of events for the following academic year.  The Office of Conference and Event Services has established the deadline for early consideration of room reservations for activities scheduled for the 2024-2025 academic year as March 8, 2024 (at 12:00PM). 

Submitting an early event registration request:

Departments and organizations wishing to register events from Aug. 18, 2024, to May 17, 2025, in accordance with the early event reservation process, must submit a room reservation request via EMS Room Scheduler program no later than 12:00pm noon, Friday, March 8, 2024. If there are issues submitting through the EMS online system, please contact the office of Conference and Event Services for support prior to this deadline.  Click here for the academic calendar.

Student Organizations:

• Must be registered with the Office of Student Involvement through ENGAGE
• Only the Advisor to the student organization may submit an early reservation request.

Important:

• Enter early event reservation requests via EMS Reservation System. Email ConferenceServices@kutztown.edu for support.
• Enter specific date(s) and times. No Blanket requests. Events without specific date(s) and times may be denied.  
• Departments or organizations requesting a waiver for a conference or special event, which specific time(s) cannot be determined this far in advance, must submit justification (i.e., tentative schedules, past schedules for similar events and/or a statement of intent identifying the faculty or staff member who will be responsible for implementing proposed plans). If approved, the waiver would be in effect until 30 days prior to the start of the event. Failure to submit specific date(s) and times 30 days prior could result in cancellation of the event.
• Enter only the actual times of the event. Set-up and tear-down times are entered under Additional Information.
• Enter the name of the event. Events not clearly identified with an actual name will not be scheduled.
• Classroom space is only tentatively reserved until the drop/add process is completed each semester. The reservation will be confirmed at that time if the space is not being used for academic courses. Any event scheduled in a classroom can be bumped in favor of an academic course meeting time even after the start of the semester.
• To advertise the event to campus or the public, enter descriptive information about the event in Event Comments for posting to the Central Calendar and choose Yes to the question “Would you like this event posted on the Central Calendar?” Otherwise, the event will not be added to the calendar. If multiple locations are being used for the event, identify where the initial meeting will occur as only one room can be selected for the calendar.  Use the Event comments to describe where other portions of the event are occurring if necessary.

Protection of Minors:

Requestors must declare if minors could potentially be present at the event. In accordance with KU Protection of Minors policy, additional procedures will need to be followed. The Protection of Minors Handbook for internally (departmental) sponsored events can be found under Resources and Forms.

Event Cancellation:

Only submit events that are reasonably certain to occur. Sponsors, who cancel an event in a major facility without at least two weeks’ notice or adequate justification to the advisory council, will be subject to loss of use of major campus facilities for the following semester.

Priority System:

The following priority system is only used by the EAC in the event of scheduling conflicts derived from the Early Event Registration process. Events submitted after the deadline will be handled on a first-come, first-served basis after all events submitted prior to the deadline are scheduled.

All Buildings, Except Schaeffer Auditorium, Old Main Georgian Room, Student Recreation Center & MSU

1. Regularly Scheduled Academic Courses (as determined by the Registrar’s Office)
2. Intercollegiate Athletic Events
3. KU Presents
4. University interdepartmental events (major weekends/conferences and Academic Services)
5. University departmental major productions and conferences
6. Programs sponsored by the Office of Student Involvement
7. Departmental programs
8. Organizational programs
9. Other (Non-departmental, non-SGA funded, external events)

Schaeffer Auditorium:

KU Presents has top priority in Schaeffer Auditorium – all other rooms in Schaeffer go by the above priority system.

Student Recreation Center

The established priority system for scheduling activities in the Student Recreation Center is as follows:

1. Programs sponsored by the Recreational Services department
2. Programs sponsored by the SGA, through the Recreational and Sports Club Council

3. Programs sponsored by all other student organizations.

1. Programs sponsored by the Department of Athletics
2. Programs sponsored by all other university departments
3. Other (Non-departmental, non-SGA funded, external events)      

McFarland Student Union

The established priority system for scheduling activities in the McFarland Student Union is as follows:

1. Programs funded by the SGA through the Kutztown University Activities Board, Student Government Board or other SGB funded programming organizations.
2. Programs sponsored by all other student organizations.
3. Programs sponsored by university departments
4. Other (Non-departmental, non-SGA funded, external events)

Old Main Georgian Room

The established priority system for scheduling activities in the Old Main Georgian Room is as follows:

1. Music Department events
2. KU Presents
3. University interdepartmental events (major weekends/conferences and Academic Services)
4. University departmental major productions and conferences
5. Departmental programs
6. Organizational programs
7. Other (Non-departmental, non-SGA funded, external events)

Appeals:  This Advisory Council will hear all appeals or concerns about these policies.  Persons should appear before the Advisory Council for determination.

Please feel free to contact me at ext. 3-4105 or jgarcia@kutztown.edu with any questions regarding the 2024-2025 early event registration process. Questions regarding the EMS Reservation System can be directed to the Office of Conference & Event Services at ConferenceServices@kutztown.edu. Thank you.