- All SOM requests for space must go through the EMS Web App, available at rooms.som.yale.edu. Exceptions for this include:
- Priority reservations that are entered into EMS before the system opens for client reservations.
- Clients from outside of Yale SOM that do not have access to the EMS Web App.
- Requests to book space not using EMS must be emailed to somevents@yale.edu.
Scheduling
Space Availability
- Space availability is visible to members of the SOM community via the EMS Web App.
- Any space that is not booked is available for request. A request for space is not a guarantee that the space can be used for an event, even if the space is open in EMS. The SOM Events Office reviews each request and will send a confirmation or denial accordingly.
- As space requests are received, the SOM Events Office reviews requests and determines the feasibility of hosting the event by comparing resources required for the event against the available resources for that date and time.
Reservation Types and Notice Periods
Depending on the type of reservation, advanced notice may be required. The table below defines event classifications and request periods.
Event Classification
|
Characteristics |
Request and Notice Period |
---|---|---|
High-Impact Events | Includes three or more of the following characteristics:
| Requests must be submitted three months prior to the event date. Final event details must be communicated to the assigned Event Manager two weeks prior to the event. Late changes will be subject to a late change fee1. |
Medium-Impact Events | Includes two or more of the following characteristics:
| Requests must be submitted one month prior to the event date. Final event details must be communicated to the assigned Event Manager two weeks prior to the event. Late changes will be subject to a late change fee1. |
Standard Events | Standard events do not fit into the medium or high-impact categories. They may use one service including media support (more than Kick and Go), or catering but not both. | Requests must be submitted one week prior to the event date. Final event details for standard events must be communicated to the assigned Event Manager two (2) business days prior to the event. Late changes will be subject to a late change fee1. |
Space Only | Meetings, breakouts, or requests that require no services. | Can be booked and changed with no advanced notice. |
Cancellations, No-Shows, Changes, and Inclement Weather
- There are fees associated with late cancelations, no-shows or late changes to an event1. If weather impedes an event, the SOM Events Office will only charge for direct costs incurred.
- Yale SOM will only permit outdoor events if there is suitable inclement weather space available. If there is no space available for inclement weather Yale SOM may not be able to host the event.
- The SOM Events Office will make the final determination on whether or not an event can be held outdoors because of inclement weather.
1 See Space and Service Rates
Click the links below for tutorials on EMS
For questions about EMS please email somevents@yale.edu or call 203-436-9669