Advanced Reservation Process

Spring and Fall 2025 Advanced Reservations

The reservation request process for all advanced reservations for the upcoming academic year begins mid-to-late March. Summer events follow a different process that begins in January. Wilson Commons Student Activities (WCSA) and ECM work hard to accommodate the requests and needs of many student organizations and departments.

The planning process for each semester's calendar of events begins by collecting large event requests from student organizations and departments. The initial focus is on:

  • Multi-day events
  • Events that require many rooms simultaneously
  • Events that use the larger programming spaces on campus

This process uses the Large Event Request Template within the EMS Web App. Once the large event schedule is completed and the academic schedule is in place, requests for smaller events and meetings begin.

Important things to know about the advanced reservation process:

  • All event requests must be submitted using the EMS Web App.
  • You are required to provide multiple locations and dates for each event request, which helps the reservation coordinators try to meet everyone's needs.
  • Requests are assigned based on event needs and best fit; it is not a first-come, first-serve basis. Requesting a space without specifying alternate locations and/or dates does not guarantee you will receive the space listed in the request.
  • Please remember these are only requests and should not be considered finalized until a formal confirmation email has been received. Please do not publicize events until you have received the confirmation.
  • Location requests for smaller events, workshops, study groups, and other recurring small meetings will not be accepted during the advanced reservation process.
  • Confirmations for student life spaces, including the Feldman Ballroom, May Room, and Strong Auditorium can be expected once the advanced reservation schedule is completed. Confirmations for academic venues can be expected once the class schedule has been published.
  • Friday and Saturday dates later in the academic semester are the most sought after, so please consider holding your event earlier in the week or semester. 

Important Dates to Consider

To avoid potential schedule conflicts when planning your event, below is a list of important dates to keep in mind.

Full academic calendar from the University Registrar 

List of religious/spiritual holidays 

Spring 2025

January 21Classes Begin
March 8-16Spring Break
March 17Classes Resume
May 2Last Day of Classes
May 6-11Final Exams
May 16-18Commencement Weekend
May 26Memorial Day Observed

Fall 2025

August 25Classes Begin
September 1Labor Day
September 18-21Meliora Weekend
October 13-14Fall Break
November 26-30Thanksgiving Recess
December 1Classes Resume
December 8Last Day of Classes
December 12-17Final Exams