Scheduled Events & Facilities

Lycoming College Calendar

Check out Lycoming College's official calendar

The Office of Student Programs and Leadership Development coordinates the scheduling of rooms for on campus events. Facility usage policies are at the very bottom of this page. Please see below for important instructions and helpful tips.

Please note that if a room you are looking for on a particular date is not listed on the calendar associated with an event, it does not automatically mean the room is not being utilized at that time. Please check with the appropriate Facility Coordinator first before submitting a Facility Form.

Reserving Space on Campus - A Step By Step Guide

  1. The Virtual EMS system can be accessed by going to http://virtualems.lycoming.edu
  2. Choose My Account -> Log In on the top menu.
  3. Log in with your standard Lycoming login name and password.
  4. If you have not previously used the system, your account will not be active.  Until your account is activated, you will receive a message that reads "Your Virtual EMS user account is currently pending."  Accounts should be activated within 2 business days at the latest.  Once your account is active, you will be able to login and submit a reservation.
  5. It is necessary to contact various offices depending on the facility being requested (see "Facility Coordinators") before submitting your reservation.  Please check with the appropriate Facility Coordinator first before submitting a reservation.  Please be sure to request any setup time that may be needed.
  6. Once your account is activated, you can begin to schedule events with it. Once you are logged in, you should have a "Reservations" tab.  There should be two choices in its menu: "Room Request" and "View My Requests." "Room Request" will bring up the reservation form.  Fill out the "When and Where" and "Setup Information" boxes on the left-hand side.  For an event or meeting that happens more than once, please select the "Recurrence" button.  If you know what building you may be looking for, you can select that via the "Facilities" drop down box.  Otherwise, leave it as "all" to see all available campus facilities for your selected time and date.  Click the blue "Find Space" button to bring up a list of rooms matching your criteria.  The times you have selected will be indicated between two thin red lines. Rooms that are currently reserved will be indicated with solid blue boxes.  The system will not let you book a room that already has an existing reservation for the date and time you have selected. To select a room to reserve, click on the green "+" next to its name.  The room should now appear under "Selected Locations" at the top.  Once the room(s) you want have been selected, click on the "Details" tab on the top and fill in the required information. Contact names can be filled in as you have done so in the past.  To add a 2nd contact for an event, select "temporary contact" from the drop down box and enter the name in the appropriate line below. Please use the "Reservation Notes" field to indicate that you have contacted the appropriate Facility Coordinator and received permission.  You can also use this field for special instructions. Ensure that all required fields in the form are filled out and click "Submit Reservation."  If the yellow submit button is not visible, it means that a required field has not been completed. Note that submitting the form does not guarantee that you will receive the reservation; all reservations must be approved, at which time you will receive a confirmation email.
  7. After your requests have been submitted and/or approved, you can login to the system to see the current status of your reservation by selecting "View My Requests" under the "Reservations" tab.

Notices to keep in mind

  • Please see the Facility Usage Policy: Campus Community page for more information.
  • Please also see the various links on the Scheduled Events & Facilities page pertaining to specific policies for certain rooms and buildings as well as for information about Private Dining Rooms (PDRs.)
  • Requests should be submitted a minimum of seven (7) business days prior to an event, but requests should be submitted as early as possible to ensure the availability of facilities. Submitting a reservation form does not guarantee the room. Only after receiving a reservation number by email is your room reservation confirmed.
  • Facilities are scheduled on a first come, first serve basis.
  • Reserving one area does not give access to any adjoining areas without permission.
  • It is the requestor's responsibility to confirm any event or meeting needs with B&G, Security, Media Technology, or Dining Services.  These also must be requested a minimum of seven (7) business days in advance of your function.
  • Requestor is also responsible for keeping the facility clean and returning it to its original requirements.
  • NO TAPE may be used on any painted surfaces.
  • Requestor will be held responsible for any damages to the facilities.
  • Please see the College's Smoking and Tobacco policy for information about smoking.

Facility Usage Policies