UNTHSC Event Management System

Questions: Contact Room Scheduling Office

rooms@unthsc.edu

Reserving a Room or Outdoor Space

Browsing for Events and Room Availability

Click on Browse and select one of the following options:

Browse Events – Displays Calendar of Events on Campus

Browse Facilities – Displays all rooms including types and capacity. Click on room link to see room details, including photos.

Browse for Space – Displays availability of room space

Submitting a Reservation

Click on Reservations and select one of the following options:

Room Requests – Use to request auditoriums, meeting rooms, outdoor spaces, etc. Library Computer Lab Requests – Use to request usage of the computer labs in the Lewis Library Mini Auditorium Room Requests– Use to request usage of LIB-110 Rare Book Room (LIB-312) – VIP and Faculty meetings only

Fill in the Required fields:

• Date • Start Time • End Time

Select the appropriate building or Outdoor Space

Enter the expected number to attend Click on

If the event is a recurring event select The event must occur at the same exact day/time Select the Recurrence pattern

The available rooms for that building will be listed in the Location tab

Click on room to view details, setup types, features & availability

Click on room # to view photos and additional information

Click on to select the room. You may select more than one room if you need multiple spaces for your event

Click on to cancel a request

Click on

Type event name (will display on calendar & lists). Select an appropriate Event Type.

Complete contact information – the first time, you will need to search for your group(s) (department)

Use to add group. If you book for more than one department, you may add additional groups

Click on

Select temporary contact and type contact information

Select appropriate information regarding fees. Complete fee waiver form if necessary or email rooms@unthsc.edu for additional information

Select additional A/V equipment or technical services needed for your event

Click on

Changing a Reservation

Your reservation details will be displayed. All changes to your reservation and/or booking can be done here. Also, you can add the

booking(s) to your Outlook calendar

Edit Reservation – Allows you to change the event name, event type and group

Add Booking – Allows you to add another booking to the reservation

Cancel Bookings – Allows you to cancel one or more of the bookings in your reservation

Cancel All Bookings – Allows you to cancel all of the bookings in your reservation

Add booking to personal calendar – Allows you to put all bookings for this reservation on your outlook calendar

Booking Tools – Allows you to change the date and/or time for a booking

Edit Additional Information – Allows you to change the billing information for a booking or change the login requirements or additional information for a computer lab booking

Receiving Confirmation

When your event is confirmed you will receive an email confirmation with a .pdf file attached for you to save with the complete details of

your reservation

Viewing Requests

To check the status of a reservation or to make a change, select View My Requests on the Reservations button

Click on event name to edit a reservation or change a booking

Additional Event Planning Resources

Use the additional Event Planning Resources to quickly access other websites or forms