Event Request FAQ
Q: Who can reserve space on campus?
A: Only entities affiliated with KSU can reserve space on campus via the reservation system, VEMS. This includes KSU employees and Registered Student Organizations (RSOs) that are on-file with Student Activities.
Q: What is VEMS?
A: The Virtual Event Management System (VEMS) is the reservation system for KSU that offers a comprehensive listing of Kennesaw and Marietta campus events. Users can search by date, event category or organization from the Browse All menu. The Event Requests menu, upon login, allows Faculty, Staff and Student users to request space on the Kennesaw campus or the Marietta campus.
Q: How can RSOs request space on campus?
A: The President and Reservation Delegate are granted access to VEMS after completing the required training. The President and/or the Reservation Delegate will log-in to reservations.kennesaw.edu with their Net-Id & password, navigate to the Event Requests tab, then select the Request a Campus Event form from the drop down menu. This is the only event request form that RSOs may use to request space on campus. A reservationist from Student Activities will process the request. An email will be sent to the person who completed the space request form with the confirmation details. Until the confirmation email is sent, that space is not reserved. Please note that University Events should never process RSO space requests.
Q: How are the President and Reservation Delegate granted access to VEMS?
A: Each year the President and Reservation Delegate of each organization must sign the Officer Agreement and complete the appropriate Student Life online training found at campustraining.kennesaw.edu. Once the officers complete the required training and the organization finishes the Registration process, the President & Reservation Delegate are granted access to VEMS. Only those listed as "President" & "Reservation Delegate" on the roster of active RSOs have access to reserve space via VEMS.
Q: How many people per organization can reserve space on campus?
A: Two people per organization are granted access to reserve space, the President and Reservation Delegate. The Reservation Delegate can be any member in an organization, but is usually the vice president, secretary, or PR chair that has the responsibility of reserving space for the organization.
Q: Who should be listed as the primary & secondary contact in the online reservations form?
A: The primary contact should be the person completing the form (President or Reservation Delegate) and the secondary contact should be the RSO Advisor. RSO Advisors are listed as secondary contacts to grant access to the reserved space for the RSO.
Q: Where do I see the event details for my confirmed space?
A: Each confirmed space request is accompanied with a reservation confirmation email with details regarding access, audio visual support, and set up information. This email is sent to the primary and secondary contact for the reservation. Be sure to review this information before your RSO event to ensure you have the correct reservation resources.
Q: How do I change or cancel my confirmed reservation?
A: If for any reason your organization needs to cancel or change your reservation details, utilize this form. Please note that the Reservation Cancellation or Change Request form cannot be submitted less than two business days prior to the event.
Q: How can I see which spaces are available without logging in to the reservation system?
A: Although only the President & Reservation Delegate can log in to reservations.kennesw.edu to make reservations, anyone can view the calendar to see available spaces on campus. Go to https://reservations.kennesaw.edu/BrowseForSpace.aspx and use the "Filter" button on the right side to search for available space. It is imperative that if the student leader coordinating a RSO event is the not the Reservation Delegate or President, that the student leader works with the Reservation Delegate or President to properly reserve the space and request the appropriate resources for the event.
Q: How can I change the Reservation Delegate/update that position in my org's Owl Life roster?
A: Student org leaders have access to manage all parts of a RSO's roster in Owl Life except for the positions of President & Reservation Delegate. Each year during Re-Registration (July-September) student leaders update their information with Student Activities and update officers. Go here for the 2017 Re-Registration instructions. To change those two positions and change who has access to reserve space for the organization after Re-Registration, the Advisor or the President currently listed on the organization's Owl Life roster must fill out the Officer Update (for President, Reservation Delegate, and/or Advisor) form, which is found in the Student Life page in Owl Life. This notifies Student Activities staff who will then list the new President and/or Reservation Delegate as "President (pending)" and/or "Reservation Delegate (pending)" in the roster. The new President and/or Reservation Delegate of each organization must sign the Officer Agreement and complete the appropriate online training found at campustraining.kennesaw.edu. Once the officers complete those steps, Student Activities staff will switch the positions to non-pending on the roster. The new President and/or Reservation Delegate will be pulled into the next VEMS access update feed update and be granted access to VEMS. Only those listed as "President" & "Reservation Delegate" on the roster of active RSOs can reserve space via VEMS.
Q: How long does it take to process a space request?
A: All space requests must be submitted a minimum of 5 business days before the event. Requests submitted less than 3 business days before an event will be denied. Large events (attendance of 50+ people, requires contracts, payments, and/or security presence) should be submitted at least 30 days prior to the event. It is advised that student leaders schedule a meeting with a Student Activities reservationist well before 30 days prior to the event to work out the logistical details of the event. The primary student coordinating the event and the Reservation Delegate should meet with a reservationist.
Email firstname.lastname@example.org with questions or concerns regarding reservations and event planning on campus.