Room Reservations, a unit of Shared Service IT, manages the School of Medicine and Public Health (SMPH) online reservation system (EMS). The system provides online, centralized access for faculty, staff, and students and UW Health employees to search and submit room reservations in Health Sciences Learning Center (HSLC), Clinical Sciences Center (CSC), Medical Foundation Centennial Building (MFCB), and Wisconsin Alumni Research Foundation (WIMR) for in-person learning, meeting, and collaborating. See more information below.
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LOG IN to make or edit a reservation request
BEFORE YOU BEGIN! Your account must be fully activated before you can access the online system. Account not activated yet? Click How do I Activate My Account? below.
ACTIVATED ACCOUNTS LOG-IN LINKS:
*NetID’s are automatically uploaded from the UW system in EMS and you may be listed as “pending.” Do not “request an account” as EMS will not recognize this as a “new” request. Follow the instructions below to Activate Your Account.
How Do I Activate My Log-In Account?
NEW TO THE SYSTEM?
If you have a NETID, email your first and last name, NetID email (email@example.com), phone number, reason for access, and the SMPH department you work within or program you are a student of to the Room Reservation Group.
If you are a UW Health employee, we can activate uwhealth.org emails as Standard Accounts. Send your first and last name, email, phone number, and the UW Health Department to: firstname.lastname@example.org
If you require changes to your account, are leaving employment, or switched departments, or want to clean up your group, email our staff with all the relevant changes and we will update your account on the administrative side: email@example.com
What is the Online Room Reservation System?
The medical campus online reservation system, Event Management System (EMS), is hosted by the UW Department of Information Technology (DoIT) and managed by the SMPH Room Reservations group.
This platform is a centralized portal for SMPH and UW Health faculty, staff, and students to access and reserve instructional, meeting, and event space within the medical school campus. The rooms in the system are primarily lecture halls, conference and meeting rooms and study space. This includes the Health Sciences Learning Center (HSLC), Clinical Sciences Center (CSC), Medical Foundation Centennial Building (MFCB), and Wisconsin Alumni Research Foundation (WIMR).
Depending on your position and department you will have access to a variety of instructional, study, training, meeting, or other event spaces and equipment/furniture. With the system’s tools and functionality you can search for specific features (room configurations, locations, technology, sizes, etc) reserve individual meetings, as well as recurring and even a varied series of reservations. This includes the ongoing ability to access and review current and former reservations, make edits/cancellations to upcoming event details, and reserve certain furniture or event equipment you may need.
With hundreds of rooms included within this centralized system, standard requests for space should be properly submitted via a fully activated user account. General requests submitted via email will not be processed. Please see instructions on account activation, and special request procedures outlined within the other tabs and email Room Reservations with any questions.
The Room Reservations office also coordinates the EMS system separately for specific SMPH departmental spaces under MOUs, including the Surgery Department, Wisconsin Psychiatric Institute and Clinics.
Guidelines and Policies
When Can I Make a Room Reservation?
SMPH and the Room Reservations team prioritizes academic/timetable courses and the academic mission of the school, which is reflected in our Room Reservation Guidelines. Therefore access to the online schedules are released by the semester and not annually. Please review the order of prioritization outlined within the Room Reservation Guidelines for clarification.
If you are attempting to request space further out than the current semester and the system appears to have an error, it is likely that the schedule is not open for general access yet. Many access schedules can be found by clicking the “about” button next to the specific template you’re considering once logged into your online reservation account.
Questions? Contact the Room Reservations staff: firstname.lastname@example.org
Instructions for Using the Online Reservation System (EMS)
Reservation Best Practices at SMPH
- Before utilizing an SMPH managed space, reserve the space via the online Room Reservation System or a display tablet at the room.
- When booking a reservation, include setup time for arriving/prepping and cleanup/exiting time.
- The Confirmation email you receive will have the details for the reservation. Double check this for accuracy and keep it as a reference should there be a discrepancy upon arriving to your space.
- Only occupy the space during the time of your reservation, including setup/clean up time (see item #2).
- Respect the group prior to yours and do not disturb until the start of your reservation time. If they are still in the space at your start time, knock and ask respectfully when they will be finished; usually they are just wrapping up. If they believe the space is theirs, reference your Confirmation email and ask them to reference theirs to double check. No double bookings can occur in the online system.
- Exit by the end of your reservation time allowing time for cleanup of food, materials, return of reserved portable equipment to CAVS, and wiping soiled tables.
- Double check the time listed on your reservation to ensure you have what you need, including AM/PM accuracy. We regularly get lunch hour meetings scheduled at midnight.
- Clearly communicate start/end times and guidelines with anyone you’re coordinating reservations for, so all are in the loop.
Moveable Equipment and Furniture Requests
Lecture halls and meeting room come with standard AV equipment managed by the CAVS office. To see what is included in a room, log into the online room reservation system and select the preferred building template. The list of rooms are hyperlinked to the room’s features, including pictures and a list of all the equipment. Check there to make sure you have what you need. Should you need something else, visit the Moveable Equipment and Furniture template.
Extra moveable furniture and equipment are reserved through the online room reservation system, for example, extra tables to serve food on, or to host a blood drive with, or display posters, or to have extra trash cans for a large meal service. CAVS can provide five (6-foot-by-3-foot) tables, 35 chairs, 40 poster boards and five announcement boards.
After you log in, under the Reservations templates, choose the ‘Moveable Equipment/Furniture Reservations’ template.
When ordering extra tables, chairs, signage, etc…consider the template “Moveable Equipment and Furniture” similar to the building templates, and each items is similar to booking a “room”. Order the equipment in the same methodology as booking rooms.
Equipment and furniture reservations are automatically confirmed and are not reviewed by staff.
All extra tables, chairs, etc…should be picked up and returned by you to the Classroom and AV Services (CAVS) office in 1240 during normal business hours. If you have questions about the equipment, reach out to the Classroom and AV Services office.
If you need more tables and chairs than what HSLC can provide you can rent more tables and chairs through Physical Plant Campus Services or by calling 608-263-3333. This service is provided at a fee. You will need a “D” number, so contact your financial specialist prior to calling them to schedule. Please note that along the north and south sides of the atrium are corridors that should be kept clear.
Tables and Chairs Rental from Outside Vendors: There are also companies who have purchasing contracts with UW campus for table and chair rental. Visit UW Business Services website for more information about renting tables and chairs from outside vendors: https://www.bussvc.wisc.edu/purch/contract/wp5979.html
The HSLC Atrium requires a separate request form to be submitted for review and approval. Please email the Room Reservations Group to confirm if your prospective date is available before submitting a request. Be sure to review the Guidelines linked below to ensure that your plans align with appropriate usage.
HSLC Atrium Guidelines: HSLC Atrium Reservation Guidelines
Request Space: HSLC Atrium Use Request Form
Atrium Standard Setup: Atrium Setup
Reserving HSLC Equipment: As part of your event you may need tables, chairs, announcement boards, poster boards and other items. Classroom and AV Support can provide five (6-foot-by-3-foot) tables, 35 chairs, 40 poster boards and five announcement boards. Users are responsible for setup and return of these items to storage. A small amount of tables, chairs and audio/visual equipment for the Atrium can be reserved online.
You may also need furniture in the atrium moved or more furniture than HSLC has. Feel free to move furniture as you wish. If you need assistance moving furniture, or to rent more tables and chairs contact Physical Plant Campus Services or call 608-263-3333. This service is provided at a fee. You will need a “D” number, so contact your financial specialist prior to calling them to schedule. Please note that along the north and south sides of the atrium are corridors that should be kept clear.
Tables and Chairs Rental from Outside Vendors: There are also companies who have purchasing contracts with UW campus for tables and chairs rental. Visit UW Business Services website for more information about renting tables and chairs from outside vendors: https://www.bussvc.wisc.edu/purch/contract/wp5979.html
AV Support: Our AV staff are available for technology support as-needed, but will not be dedicated to any one event as it is a small group supporting various buildings and several hundred rooms. Your group is encouraged to do a test run of the technology or ask any questions regarding training in advance of your event in order for you to function as autonomously as possible.
At the conclusion of your event it is your responsibility to return the Atrium to the standard Atrium Setup in a timely manner.
Extra trash cans can be provided upon request by contacting Classroom and AV Services at 608-261-1934.
FOOD SERVICE: For more information about food in HSLC, see below in the “Food in HSLC” section.
Images for possible Atrium event configurations:
For questions about the HSLC Atrium, contact the Room Reservations staff: email@example.com
Interactive Learning Center (ILC)
The Interactive Learning Center (ILC) in the Health Sciences Learning Center is a flexible learning space comprised of four separate quadrants from 3110A through 3110D, each with its own independent A/V system, tabling, chairs, and whiteboards. You can reserve the space in a variety of configurations outlined within the ILC use request form.
Technical support for the ILC is limited to the hours of 7 AM through 5 PM, Monday through Friday. A helpful user’s guide is posted in each quadrant for your convenience outside of those hours. There is also a tables/chairs diagram for you to reference when you return the room to its original layout after your event.
The available configurations include all quadrants combined; any quadrant singly; or the A&C, B&D, A&B, or C&D quadrants combined.
The A and C quadrants can seat 64 attendees each
The B and D quadrants can seat 96 attendees each
Going beyond these numbers requires additional quadrants, which will be automatically assigned until the 320-seat limit is reached. Let those capacities and the following map guide you as you fill out this form:
Requests for ILC quadrants must be submitted no later than four business days prior to the event.
The Classroom and A/V Services team will have the wall partitions between each room properly configured prior to the start time of the event. People using the room are allowed to move tables and chairs into any sort of configuration they desire. Please note that the tables are wired into floor boxes and can only move a foot or two in any direction before it becomes necessary to unplug them; we kindly ask you plug them back in when you are finished.
Extra tables, chairs, announcement boards, garbage cans, and the like can be reserved via our online portal.
Food and alcohol can be served in the ILC under special circumstances, the details of which are found at the bottom of the reservation form. Users must leave their quadrants in a clean and tidy condition when they’re done using them, absent of all garbage; failure to do so will result in you and/or your department getting billed by the SMPH for cleaning and resetting time.
To reserve the ILC, fill out and submit this form to the Medical Education Office (MEO):
Photo image of one quadrant:
Audio Visual and Technology in Reserved Rooms
HSLC After Hours and Weekend Access
If you have a reservation on a weekend or during non-business hours in the HSLC you must notify the Building Manager, Doug Pollard (firstname.lastname@example.org, (608) 265-0858), in advance to coordinate doors being unlocked for your event.
Call the HSLC Security Office 608-262-3058 if rooms are locked on the day of the event.
What is the Status of COVID in SMPH and UW Health Spaces (CSC)
SMPH Spaces Communication September 5, 2022
- Mask updates in SMPH: Since March 2022, masks have no longer been required in most campus spaces, including many in SMPH. However, masks are still required in some areas of the Wisconsin Institutes for Medical Research (WIMR), such as its entrance, central elevators, basement, and patient imaging areas, due to patient care occurring in these spaces. Masks are also still required inside the Clinical Teaching and Assessment Center on the third floor of the Health Sciences Learning Center (HSLC) to enable clinical simulation learning scenarios for health professions students. Pay attention to signage to know if a mask is still required in a specific area. See this map’s highlighted areas to know where to wear a mask in WIMR and HSLC.
- Be respectful of individual choices about mask wearing. We encourage those who want to continue to wear masks to do so.
- See this Q&A from campus on the mask policy changes.
- When you work or learn in a health care setting, follow the requirements of that health system. When in UW Health facilities, the VA Medical Center, or engaged in patient care or clinical learning in our statewide campus locations, follow the requirements in that setting.
Be Vigilant: Use Proper Masking, Distancing, and Self-Monitor for Respiratory Illness
Influenza activity has risen to extremely high levels at UW Health and throughout the U.S., so it is vitally important for all of us to remain vigilant in preventing the spread of respiratory infections.
As a health care organization, our safety protocols will always be more extensive than other community employers. Specifically:
- Proper masking—fit and form—and abiding by masking guidelines
- Although mask requirements have lifted in other areas, we care for vulnerable patients in the health care setting and masking is still required at UW Health in areas where patients could be present.
- Staff and providers are required to wear a well-fitting barrier mask—covering the mouth and nose—in areas of the facility where they could encounter patients. In our clinical settings, staff and providers should be wearing the right mask with the right fit based on the circumstances of patient care.
- Relaxed behaviors among staff and providers in patient care areas have been observed. We need to remain vigilant in following best practice infection control behaviors that are in line with the latest CDC recommendations for health care facilities.
- Updated guidelines for conference and training spaces
- Physical distancing in conference rooms is no longer enforced; room capacity limit signs will be removed.
- Masks are strongly advised in conference spaces in our clinical facilities and in any space (clinical or non-clinical) where staff sit within 6-feet of each other.
- Staying home while ill
- Staff and providers must continue daily symptom monitoring and not come to work when experiencing acute respiratory illness, even if COVID-19 testing is negative.
Message on the UW Health Link:
As COVID-19 case volumes continue to fall, guidance related to mask wearing at UW Health will be revised soon. Beginning Saturday, March 12, faculty and staff will only be required to wear masks in areas where patients and their families are likely to be present.
These areas include:
- Places where patient care or regular patient interactions occur, such as clinics, inpatient units or registration
- Places with regular traffic from patients and visitors, such as main entrance ways, cafeterias and elevators
Administrative buildings such as the Administrative Services Building (ASB) or Administrative Office Building (AOB) will no longer require mask wearing. If staff are uncertain whether an area meets the criteria for this change, they should continue to mask in those areas.
While masks are no longer required in certain locations, they are still highly encouraged as COVID-19 continues to spread in our community. Faculty and staff are expected to utilize good judgement, particularly in the following scenarios:
- Faculty and staff who received a waiver from our mandatory vaccination policy are expected to continue wearing a mask in all indoor locations
- Faculty and staff who have had a recent known exposure to COVID-19 are recommended to continue wearing a mask in all indoor locations
While we welcome the ability to make limited changes to our safety guidelines as COVID-19 case volumes drop, there are no changes for the following at this time:
- Visitor guidelines remain unchanged, including the requirement that all visitors must wear a mask
- Physical distancing guidelines are still observed
- All faculty and staff are required to get their COVID-19 booster as part of UW Health’s vaccination mandate
Thank you for your continued commitment to our patients, families, and each other.
What if Your Reserved Space is Occupied When you Arrive?
SMPH meeting and conference rooms should be properly reserved through the online Room Reservation System, and include all times you or someone from your group will be present within the space, including setup and teardown. Once reserved, the person who submitted the request will receive a Confirmation email. Always double check the date, time, and location, including setup and tear down times, are listed accurately on the Confirmation email. You can also review this information within your online account under the “My Events” section. Keep your confirmation email should a later reference be needed.
If you arrive and the room you have reserved is occupied, double check your reservation to confirm the date, time, and location using the Confirmation Email or the Building Schedule. Many events occur consecutively on the schedule, but the online system will never allow for double booking of any location.
If your reservation time has started, please knock and ask if the other group will be finishing up soon because your group has reserved the space now.
If the group believes the space belongs to them, reference your Confirmation Email which can demonstrate the space belongs to your group. Share the confirmation email with them and ask them to double check theirs. The online system does not allow double bookings.
If there are still concerns about discrepancies please reach out or encourage them to reach out to the Room Reservations staff at (email@example.com).
If the room is locked when you arrive please consult the resources listed on your building specific confirmation email for who to contact regarding access.
Food in HSLC Space
Food is allowed in most spaces in HSLC. Food is allowed in the HSLC lectures halls and we recommend you serve the food outside the lecture hall. This requires reserving the space directly outside the lecture hall and ordering tables for the food to be served on. If you require a larger space, reserve the Atrium.
Water: You may need a water source for catering for your food service. Reserving room 1203 HSLC in addition to your lecture hall or Atrium in order to access a sink with running water or to store catering carts and supplies out of plain view may be helpful to you.
Tidy up: Chances are another group is coming into the space soon after your group ends. Wipe down tables and tidy up before vacating the space, as you would want done for your group. Plan ahead and bring some wipes and paper towels in your meeting supplies.
Serving Tables: Tables to serve food on are ordered through your online room reservation account using the Moveable Equipment and Furniture template. Tables are picked up and returned by you to Classroom and AV Services (CAVS) office in 1240 HSLC. If you require more tables than the CAVS inventory, you should order them through Facilities Planning and Management. The Atrium should be returned to the standard Atrium Setup when the event concludes.
There are also companies who have purchasing contracts with UW campus for tables and chairs rental. Visit UW Business Services website for more information about renting tables and chairs from outside vendors: https://www.bussvc.wisc.edu/purch/contract/wp5979.html
Garbage Cans: If you are serving boxed lunches or items that will produce quite a bit a garbage, there are (2) 55-gallon cans you can reserve through your online room reservations account through the Moveable Equipment and Furniture template. Pick those up at the CAVS office at 1240 HSLC. You can also request extra garbage bags through the CAVS office. Classrooms typically have the smaller office type garbage cans and cannot handle a large load of trash from meals. The HSLC atrium does have some permanent cans. You can also request cans through Facilities and Planning Management (FP&M). Campus custodial service does not come through the space until after hours.
Food Delivery: Food Delivery from caterers is best handled on the north side of HSLC in Parking Lot 74. There is a unloading zone for deliveries.
Insurance: If you are providing food from an off-campus vendor, you must obtain a Certificate of Insurance or check to see if one is already on file at UW Risk Management office. This must be filed or on file with the UW Office of Risk Management before the purchase order is issued or invoice paid. Forward the certificate of insurance to Risk Management at 21 N park St Ste 6214, Madison, WI 53715, or by fax to 608-262-9082 or firstname.lastname@example.org Pro-tip: Popular off-campus food providers are most likely already on file. Check to see if the food provider already has a certificate of insurance on file: https://businessservices.wisc.edu/managing-risk/liability/certificates-of-insurance/vendor-certificates-of-insurance/
Campus Catering Policy: https://policy.wisc.edu/library/UW-3049
Planning an Event on Campus and Per Diem Policy: https://businessservices.wisc.edu/purchasing/planning-an-uw-event/
Food Safety and Licensing from EH&S: https://ehs.wisc.edu/campus-health-safety/food-safety-licensing/
For any other questions about having food in HSLC, contact the Room Reservations staff: email@example.com
Alcohol In HSLC Atrium
Serving alcohol is allowed in HSLC as long as you follow the guidelines regarding the campus policy of having alcohol at an official university sponsored event. Campus takes serving alcohol seriously and cares about liability. If you are serving alcohol, the important thing is there is a licensed, trained vendor who accepts the liability, or that you apply for a permit so that you accept the liability.
Event coordinators should consider how serving alcohol beverages supports their mission and values when planning the event. Alcohol beverages should only be served if more than 2/3 of the anticipated attendees are expected to be of the Minimum Legal Drinking Age. The department should consider contracting with the Division of University Housing, the Wisconsin Union, or other fully licensed caterers to provide refreshments. (see Food in HSLC for more information on certificates of insurance.)
If the department chooses to provide the alcohol without using a licensed vendor, it must obtain an Alcohol Beverage Service Permit and comply with all requirements. A member of the department must complete responsible employee training and agree to serve in this role. One responsible employee is required for the first 50 attendees and each additional 25 attendees. The permit must be signed by an authorized university official. Events over 150 attendees require special approval from UW Police Department and the Vice Chancellor for Finance and Administration. Alcohol Beverage Service Permit: https://alcoholpermit.wisc.edu/
Campus Policy on Serving Alcohol: https://policy.wisc.edu/library/UW-6003
Serving Alcohol Scenarios: https://alcoholpermit.wisc.edu/services/University%20Event%20Planning%20Scenarios.pdf
Lactation Rooms at SMPH and UW Health
Lactation rooms and “Lactation Friendly” locations are available in many UW–Madison and UW Health buildings to provide a welcoming environment for employees, learners, and guests. Such rooms provide private space where lactating individuals are welcome to pump or nurse. Most of these spaces are equipped with a comfortable chair, a small table and an electrical outlet. Each lactation room is operated by the building manager of the specific building. The following list summarizes information for several buildings on the western side of campus as of May 2022. Additional information is available through the UW–Madison Office of Child Care and Family Resources.
Lactation Rooms List: https://intranet.med.wisc.edu/lactation-rooms-at-smph-and-uw-health/
Building Schedules (HSLC, CSC, MFCB, WIMR. WARF, WisPIC)
Other Frequently Asked Questions
There are other meeting spaces I see in my building, but they are not listed in the online system. Why?
Meeting and conference rooms are often coordinated by the department in the closest vicinity and have chosen to not put the room in the system. Contact the department coordinator nearest that room and inquire directly.
Is there a room where students can meditate or pray?
3367 HSLC is designated as a meditation/prayer room for students. It can be reserved using the scheduler at the door. Another place for quiet contemplation is at the UW Hospital and Clinics chapel. The chapel is located near the Children’s hospital. Consults maps at CSC.