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The Mountainlair

Event Scheduling

The Mountainlair Reservations team is available to assist with any of your reservation needs.

How to Reserve a Space

  • Student Organizations

WVU student organizations must submit requests for space through the Mountainlair Space Request form on WVU Engage. Once your request is approved by Student Engagement and Leadership (SEL), you will be provided a link to book space at the Mountainlair. The individual completing the reservation request will need to enter the SEL Approval Code from the Mountainlair Space Request form to submit the reservation request.

Note: Requests for classrooms on campus does not fall under the supervision of the Mountainlair Reservations office. Requests for those spaces can be submitted through the Campus Space Request form on WVU Engage.

  • WVU Departments, Faculty, Staff, and Affiliates

WVU Departments, faculty, staff, and affiliates can reserve space in the Mountainlair through the EMS Web App below. 

Request Reservation via EMS Web App 

Additional Reservation Information

  • A list of available spaces can be found here.
  • Available room layouts can be found here.
  • Catering for events can be ordered through WVU Hospitality Group.

EMS Web App User Guide

  • Know the Lingo

Reservation: Represents the overall event. The "Who" and "What." Example: New Student Orientation

Booking: Specifies the time and location of a specific event. A reservation can contain one or many bookings. The "Where" and "When." Example: Commuter Student Breakout Session

  • Logging into the Web App

When accessing the Web App for the first time, users must select "Create an Account" on the log in page. Accounts must be created using their WVU email. After confirming their account through their email, users will be able to log into the app using the credentials they created. 

  • Checking Room Availability

General room availability can be viewed by selecting "Browse Locations" from the left sidebar when logged into the EMS Web App. 

Note: Although a room may show as available on the Web App, set up and tear down times and other facility needs may impact the ability to book events in certain rooms. Reservations staff will communicate with you when finalizing your event details if this is the case.

  • Creating a Reservation

  1. Select "Create a Reservation" from the left sidebar. 
  2. Select "Book Now" next to a reservation template based on your desired event type.
  3. In the upper left pane, select the dates and times for your reservation. If you would like to host a recurring event such as a weekly meeting, select recurring and complete the prompts.
  4. To search for a space, select either "Search for a Room" or "I Know What Room I Want."
  5. Click search. Results will appear on the right. To view room details, click the room name in the results list. 
  6. Find a room to reserve, click add ( +). The booking will be added to your cart. You can delete or change the room before you finalize the reservation. Multiple rooms can also be booked at a time.
  7. Click "Next Step" to add optional services including A/V equipment, additional furnishings, and more.
  8. Click "Next Step to add reservation details including event name and type, as well as specific needs regarding your reservation.
  9. Once completed, select "Create Reservation." A Web Request Summary will be emailed to you upon completion.
  10. Your reservation will not be confirmed or finalized until a confirmation email is sent by a member of our reservations team.
  • Editing a Reservation

  1. On the sidebar of the home page, click "My Events."
  2. Click a reservation name.
  3. To edit reservation details, navigate to Reservation Details.
  4. Click the "Edit Reservation Details" Link.
  5. Edit any available field.
  6. Click "Save Reservation Details."
  • Editing the Location and/or Date and Time on a Booking

  1. On the sidebar of the home page, click "My Events."
  2. Click the reservation name you want to edit.
  3. Under the Bookings section, click the "Edit" icon next to the booking.
  4. The Room Request window opens, where you can make changes to the booking
  5. You can edit the date and time of the booking under the Date & Time section.
  6. Search for a new location under the Locations section in the left column.
  7. In the Locations section, click Search.
  8. Click Add ( +) to change the room in your booking.
  9. Click "Update Booking" to save the changed location.