Centralized Reservations

  • 1.  Centralized Reservations

    Posted 12-06-2018 08:59
    For those with a centralized reservations office and system, what strategies do you use for working with/managing specific facility owners who need to also be able to schedule their facility for their own internal department use, e.g. music and theatre venues used by academic programs in theatre and music. We are exploring a centralized reservations office and encountering significant resistance from specific venue managers...looking for some examples of places that have made this work well that we can share with stakeholders here.

    Melissa Ginotti
    Director of Administration and Strategic Initiatives
    Division of Student Development and Campus Life
    Montclair State University
    1 Normal Avenue, Montclair, NJ 07043

  • 2.  RE: Centralized Reservations

    Posted 12-07-2018 08:16

    I am interested in this also, as event services begin to play a greater role on our campus.


    Traci Morris
    Campus Coordinator for Card and Client Services

    Rambler Services
    Shepherd University Wellness Center
    PO Box 5000
    Shepherdstown, WV  25443-5000



  • 3.  RE: Centralized Reservations

    Posted 12-10-2018 10:54
    I recommend looking at the University of Memphis. They implemented an approval process that works very well.

    Daniel Armitage
    Associate Vice President Student Affairs
    University of North Texas
    Denton Texas

  • 4.  RE: Centralized Reservations

    Posted 12-10-2018 12:54
    This is something that we encounter on a regular basis on campus. We use EMS for all academic and non-academic reservations. There are a select few departments and buildings that have a lot of internal programming so we have set up a notification system in EMS so that anytime a request is made for their space they are notified and can then let us know if it is going to be disruptive. We have had a lot of push back around allowing groups outside of that department/building use space but per our on campus policies, unless a building is designated as work space only we allow groups to schedule it.

    The notification system has allowed various "owners" of some buildings stay in the loop and voice concerns if applicable. It has eased a bit of the frustrations.
    With this we also required that all events be scheduled in EMS so that way we can have a true understanding of what is going on at anytime so we can better assist problem solving. This has helped as many departments would never schedule their various events and then be upset that someone else was able to request it.

    Jaime Lawrence
    Willamette University
    Scheduling Coordinator
    Salem OR
    United States

  • 5.  RE: Centralized Reservations

    Posted 12-07-2018 09:00
    Hello Melissa,

    At Cumberland we have utilized centralized scheduling for all events/activities on our campus for approx. 15 years. Our academic side of the house rolls over all "credit" courses and we handle everything else (additional lab space, student events, departments, external customers (paying and free), etc. It is a little bumpy with regard to control issues in the beginning but with administrative support and staying the course, you'll be successful.

    We have found folks are encouraged to schedule their events/activities earlier to ensure they have the space available. This is a wonderful thing for us planners and schedulers!

    Please let me know if you have any questions or need additional information.
    Happy Friday!

    Beatrice Hughes
    Director of Conference & Events Operations


    Office: 856-691-9196

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      "A boss has the title, a leader has the people." - Simon Sinek



  • 6.  RE: Centralized Reservations

    Posted 12-10-2018 12:50
    Traci and Melissa,

    We work with institutions with these same kind of scheduling challenges.  You might consider involving these facility owners by giving them limited access to the scheduling platform used by the campus.  If the facility ie theater is using a different scheduling solution consider creating an interface between the products.  By including these other facility owners into the scheduling process and sharing the information, you will see a more positive response and less resistance to expanding a centralized scheduling business model.  Although our cloud based product is typically used by departments managing special event and conference services, we have managed to maintain a centralized reservations model by building interfaces to other scheduling systems.

    Mark Williams
    Event Guru Software
    Sales and Operations Director
    Johnstown PA
    United States

  • 7.  RE: Centralized Reservations

    Posted 12-19-2018 08:08
    Hi Melissa,

    We recently created a new Campus Events office that is tasked with centralizing scheduling for all events AND meetings throughout campus. This has been in the works for over a year now and we will officially go live February 4, 2019. We partnered with the Registrar's Office for scheduling academic spaces when not being used for classes and this has worked well thus far during our initial soft rollout. Each department is designated as the space approver for their rooms/spaces, which was very important to obtain 'buy-in' when centralizing such a process. We are using Ad Astra Schedule. Please feel free to contact me and I would be happy to discuss in more detail.

    Brian Browning
    University of Tennessee
    Executive Director of Auxiliary Services
    Knoxville, TN