Planning Your Event

The Office of Student Activities and the staff in the Student Organization Resource Center are available to provide support to student organizations in coordinating events both on and off-campus.  These events can include banquets, conferences, concerts and performances just to name a few things.  The information on this website is available to provide tools in the event planning process.

Other Important Resources

Reservations

ON-CAMPUS RESERVATIONS

How do I reserve space on campus?

Virtual EMS

    • The majority of venues available for student group reservations will be made through Virtual EMS. This includes academic space, Campus Center, Performing Arts Center, Campus Recreation facilities, and most Athletic Department venues.
    • Additional detail regarding academic space reservations available here.

Quad Office

    • Residential Life still books many of their quad programming space within their Quad Offices.  If you do not see the desired quad space listed on Virtual EMS, you may stop by the Quad Office in question or a list of phone numbers is available in the “housing options” section of the Res Life website.

Student Organization Resource Center

    • Outdoor Events not sponsored by Campus Recreation or Athletics, and/or those with an estimated attendance of over 300 can anticipate that a formal Event Plan will be required for presentation to and review by the Office of Student Activities.  Student Organization Resource Center staff can assist student organizations in preparing their Event Plan to help expedite the approval process.
    • If the venue you desire is not visible on Virtual EMS, please contact the SORC staff for additional details on how to proceed.  They can be reached at sorc@albany.edu, 518-442-4139, or in CC West 183.

How do I get access to Virtual EMS?

  • Your organization must have completed the 2017-2018 Student Group Registration Form on MyInvolvement and received confirmation of approval.
  • You must have been selected as a Reservation Coordinator by your student organization (each group is allowed to choose no more than two) during the registration process. Your President must have sent you a formal invitation for this new position through MyInvolvement and you must have accepted the invitation.
  • Approval of your registration (a notification of which is received by the group President) and your acceptance of the Reservation Coordinator position allows us to upload your group into EMS.
  • Reservation Coordinators will be uploaded daily from MyInvolvement to EMS.

OFF-CAMPUS EVENTS SPONSORED BY STUDENT GROUPS

All registered student organizations are expected to submit an Off-Campus Event Registration Form when hosting/co-hosting an event at an off-campus location.  You may also find the Off-Campus Event Planning Guide to be a useful tool as you coordinate your event.

If you have any questions, please do not hesitate to contact the Student Organization Resource Center via sorc@albany.edu and (518) 442-4139, or stop by the office in Campus Center West 183 (AKA “The HUB”).

Contact Us


The Student Organization Resource Center staff are available to assist you through all stages of your event planning - providing the level of support appropriate to your needs and event.

Campus Center West 183 (AKA “The HUB”)
SORC@albany.edu
(518) 442-4139

Hours:
Monday – Thursday, 10am – 8pm
Friday, 10am – 4pm