Steps for planning a successful event

1. Before you request a space

Think about what type of event you want to host and look at our Diagram and Set ups page.

2. Request a space

If you have an account please use our EMS WebApp to request a space for your event. If you do not, please request an account through our EMS WebApp or email uscaevent@vcu.edu if there are any issues.

3. Receive confirmation email

After submitting your request, you should receive an “Your event has been received” email. The Lead Reservationist will reach out to you with more details. This does not mean your event has been approved.

4. Schedule a meeting with your Event Coordinator

After receiving an email from the Lead Reservationist, please contact your event coordinator to schedule a meeting or send over event details.

5. Submit requests for other services

1. 1. Parking
   2. Catering (can be licensed caterer)
   3. Funding (for student organizations)
   4. VCU PD 
   5. Facilities Management - services - special events
   6. VCU Youth

6. Finalize event details

Finalize all event details by the specified deadline, arrange an additional walkthrough prior to the event, and maintain communication with your event coordinator in case of any changes or for any questions.

7.  Day of event

Check in at the information center with your confirmed final email on the day of the event for access to the room. Review the event setup, and verify the A/V tech and equipment. Please vacate the space on time and leave it clean. Review the Event Guidelines and Procedures to be aware of policies and procedures and avoid any violations.

8.  Follow up event

Complete the post event survey after your event. You will receive an email prompting you to do so.