How to Book Space

 
Step 1: Add Room Reservation Access

The first step to booking space on campus is ensuring that you or other qualified organization members have been granted the appropriate access. Registered Student Organizations use Engage's Roster Tool to manage Room Reservation Access.

  • Only an existing officer with permissions to manage the Roster will be able to grant Room Reservation Access to another organization member.
  • The permission to manage Roster varies by organization; at a minimum, all Senior Officers/Presidents, Junior Officers/Vice Presidents, and Advisors can manage the Roster. 
  • Please note: holding an Officer position DOES NOT automatically grant Room Reservation Access. Each officer who should be granted EMS privileges must also be assigned Room Reservation Access on the Engage Roster. 
     

To edit who holds various Positions within your organization (including Room Reservation Access), use the Switchboard to enter the "Manage" view and select your organization. Once you are in the Organization Action Center, open the hamburger menu on the upper left and navigate to the Roster section. 

On the Roster page, find the user for whom you would like to add, change, or remove Room Reservation Access. Click the edit button under Positions to the far right of that user's name. A list of all available Positions will populate. Click the checkbox next to the position you would like to add or remove from that user, and then select Save. The user's permissions within the organization will be updated based on the Positions they hold.

 


 
Step 2: Wait 24 Hours 

Once the position is assigned, it can take up to 48 hours for Engage to communicate with the campus Event Management System. If after 24 hours permissions in EMS are still not appearing, please contact the Student Engagement team for support. 

 


 
Step 3: Reserving Space

After 24 hours, visit space.gatech.edu to reserve space on campus. Except for the Pine Room, Spring Room, and Student Organization Conference Room (which are managed by the Center for Student Engagement using this form), all questions about specific classrooms or event spaces should be directed to Capital Planning and Space Management or individual building managers. For specific help regarding room reservations and the Event Management System (EMS), please visit this site or contact the Office of Capital Planning and Space Management. 


FAQs

Once I get permission in Engage, how soon can I reserve space?

It can take up to 48 hours to have access to reserve space in EMS once you have been given permission in Engage. If you are still unable to reserve space after 48 hours, please contact Student Engagement.

I’m an Officer of my organization, why don’t I have EMS access?

EMS access is not automatically granted to members of any organization. Organization Executive officers must assign the Room Reservation Access position to any member (including themselves) that they wish to be able to reserve space on behalf of the organization.

Who can book space on behalf of my organization?

Any member of your organization that has a Room Reservation Access Position can book space on behalf of your organization. Executive Officers may assign this position to any members that they wish to be able to reserve space.

Where do I go to book space?

Once you have been assigned permission in Engage, to book space, visit space.gatech.edu.