Planning an Event
How can I reserve space in the HUB for my event?
Creating an Account
To request space you will need to be an Authenticated User and also have a Web User Account for the Reservations system. An Authenticated User has either a "Penn State Access Account" or a "Friends of Penn State Account". Create an account by going to the VirtualEMS webpage. Click on "My Account" and then choose "Create An Account" and fill in the form.
Please allow 1-2 business days for account approval/denial. Please check back after 1-2 days to see if your Login to the site works. If you suspect a problem with your account please contact Union and Student Activities Event Management.
Logging in to VirtualEMS
Once your account is active, you will be presented with the Penn State WebAccess log-in screen. After a successful log in you will be signed in to the Reservations Welcome Page. Your name will be displayed on the top right of the Menu Bar. If you are already authenticated through Penn State WebAccess, then you will be automatically signed in to the Reservations Welcome Page after selecting the "My Account - Log In" menu item.
Creating Your Reservation
Log in to VirtualEMS using your PSU Access Account and password. Move the cursor over Reservation and click either "HUB-Robeson Center Meeting Room" for general meeting rooms or "HUB-Robeson Center Event Space" for programming spaces. Programming spaces are rooms that require setup to be completed (i.e. Alumni Hall, Heritage Hall, 129A, B, C, Room 302).
To create your reservation, do the following:
- Choose Date, Start Time, and End Time for event
- Enter Attendance and select a Setup Type; click Find Space
- A list of available rooms will be displayed. Click the to add the room to your reservation
- Verify that your selection is displayed above in the Selected Locations window
- If you wish to select multiple rooms, select them until you have the number of rooms you need displayed in the Selected Locations window
- Click the Details tab
- Enter in Event Name, and choose the Event Type from the drop down list
- Select your Organization/Department name in the Customer field
- Choose your Event Contact name from the drop down list
- Enter your Phone number and Email address
- Provide the Event Description information (Please provide as much detailed information about the event as possible)
- Answer all the remaining questions completely
- Click Submit Reservation
Reviewing Your Requests
At this point you should see a page displaying "View My Requests." You will see the name of the event, customer name, first booking, last booking, status of your event whether Web request (waiting for approval of the request) or Web reserved (meeting spaces that are self-booked).
If you submitted a request for a Meeting Room, your request is self booking and your status will display Web Reserved. If your request is for Event Space, your request will display a status of Web Request and is only a request until it is approved by staff in the Event Management Office. Once the request has been approved you will receive a tentitave confirmation email with a date indicating a deadline for you to contact the Event Management Office to provide setup information.
Requests are generally approved within a 24 to 48 hour business day time frame. If you have not received a confirmation within 48 hours, please contact the Event Management Office.
If your reservation requires special permission for the event, the Event Planner will review the procedures for obtaining permission, and give you a copy of the forms to be completed.
What happens if I need to cancel my reservation?
If you need to alter or cancel your reservations, please see the Reservationist in 125 HUB-Robeson Center as soon as possible. Changes or cancellations with less than 48 hour notice may result in charges. When you cancel an event you will be asked to so note on your confirmation form that you wish to cancel the event. You will be asked to sign and date the request.
My event is today! What should I do?
On the day of your event, please come to the HUB-Robeson Information Desk on the first floor and identify yourself to the staff. They will contact a person from our Technical staff to unlock the door for you. If your event is in one of the small meeting rooms on the second (2nd) or third (3rd) floors, the room may already be unlocked.
We will attempt to provide all requested services within the time and physical capabilities of our staff and facilities. We value you and want to facilitate your plans for a successful event in the HUB-Robeson Center. The success of your event depends on both of us.