Event Scheduling

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

How to Reserve a Space

• Student Organizations

Reservations are new this year, here’s how:
All student organizations must start with WVU Engage. You need to make a request through here before you can book the space. Use this form to submit a request: Mountainlair Space Request form. Once your request is approved by Student Engagement and Leadership (SEL), you will be provided with a link to book space at the Mountainlair. The individual completing the reservation request will need to enter the SEL Approval Code provided with the link 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.

Introduction to EMS

• 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

Services: The services tab is used to prepare the room in your booking. Use this tab to add AV technology and other furnishings.

• Logging into the Web App

You can access the web app through single-sign-on. Do not create and account on the web app as your account may be made inaccessible with future updates.

• Checking Room Availability

General room availability can be viewed by selecting "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. Find the template for the space you want to reserve and select "Book Now."
   • Meeting Space – The majority of rooms fall under this category.
   • Special Event Space – Use this to reserve the Ballrooms or JG Theatre.
   • Tabling Space – This includes Lobby Spaces and Outdoor Front Spaces.
   • Rear Plaza – This includes all areas in the Rear Plaza. Please specify what part of the plaza you want to use.
3. Use the left panel to find the space you would like to reserve.
   1. If you are unsure what space you want, simply plug in the date and time and click search. From here you can review all rooms available in the criteria you selected.
   2. If you have a specific set up in mind, plug in the date and time like before, then open the drop down “Let Me Search For A Room” below the search button. Add any set up types, preferred features, and/or the number of people to filter your results.
   3. If you have only one room in mind, plug in the time and date like before, then open the drop down “I Know What Room I Want” and type in the name of the room. A list of rooms will start to fill as you type.
4. Click search and the results will appear on the right. Room details can be viewed by clicking the room name in the results list.
5. Once you find the room you want to book, click the green (+) symbol next to its name. The booking will be added to your cart. Click "Next Step" when you are done adding bookings.
   • Once added to your cart, you can now edit your search criteria (date/time/etc.) to add another booking to your reservation.
6. On this step, you can add optional services including A/V equipment, additional furnishings, and more. If you want the TV or Projector turned on, you will need to add “Meeting Room Projection System” here.
7. Click "Next Step" to add details, including event name and type, as well as specific needs regarding your reservation.
8. Once completed, select "Create Reservation." A Web Request Summary will be emailed to you upon completion. Your event is not confirmed until a confirmation email is sent by a member of our reservations team.

• Editing a Reservation

1. Navigate to "My Events" under the left side-bar.
2. Find the reservation you want to make changes to.
3. To edit reservation details, click on “Edit Reservation Details” under the Reservation Details tab.
4. Edit any available field.
5. Click "Save Reservation Details."

• Editing a Booking

1. Navigate to "My Events" under the left side-bar.
2. Find the reservation with the booking you wanted to make changes to.
3. Scroll to the bottom to see all bookings under this reservation and find the one you want to edit.
4. Select the pencil (✏️) button next to the booking. The Room Request window should open preset with the current details of your booking. From here you can change:
   
   1. Room: Using the search criteria like before, you can now find another room. If it’s at the same time, press search and all available rooms of the same type will show up. Click (+) next to the room you want to select it.
   2. Date & Time: Change the date and time in the left side-bar and click search. All available rooms available at the new time will show up. You may have to select another room if the current selected room is not available at the new time.
   3. Name & Event Type: You can also change the name or event type for this specific booking in at the top of the left side bar.
5. Once you have selected the room with the updated details, select "Update Booking" at the top of the page to save the changed details.

• Adding AV and Furnishings

1. Navigate to "My Events" under the left side-bar.
2. Find the reservation with the booking you wanted to make changes to.
3. Open the drop-down menu for the item you want to add (items will vary per room).
   1. AV Equipment: includes items like: Meeting Room Projection if you want the TV or Projector on in the room, Web Cams for virtual participants, and other items.
   2. Furnishings: includes items like: Trashcans (for large events), Coat Racks, and Dry Erase Boards.
4. Once you have selected the items you want to add to your booking, click “Next Step” in the upper right of the page.
   
5. Check the box next to all the bookings you want to add your selected items to and then press “Add Services”.

• Canceling your Reservation or Booking

1. Navigate to "My Events" under the left side-bar.
2. Find and select the reservation or reservation with the booking you want to cancel.
   1. To cancel a single booking, scroll down to view your bookings, and select the cancel button (⛔) next to the booking you want to cancel.
   2. To cancel your entire reservation, select “✖ Cancel Reservation” under Reservation Tasks on the right-hand side.