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Reserve with Virtual EMS

We are happy to announce that we will begin­­­ taking Spring 2022 Semester reservations at 9 a.m. on Monday, October 25, through Virtual EMS.

Important Update:

President Sherman’s new public health measures, require face coverings for all individuals in indoor public spaces on OHIO campuses and on public transportation.  

Event Guidelines During Covid-19

Ohio University Conference and Event Services will abide by guidance provided by State of Ohio Governor Mike DeWine, The Center for Disease Control, and the Ohio University leadership. It is important to note that these guidelines are temporary and subject to change provided additional public health information or University leadership direction.

For our major event spaces, we are planning for an 80% capacity for all venues should there be a need for social distancing.

Building Hours

Baker University Center

August 22 - December 13

Monday - Thursday 7:30 AM - 10:00 PM
Friday - Saturday 7:30 AM - 12:00 AM
Sunday 10:00 AM - 8:00 PM

Galbreath Chapel

Open only during reserved event

Memorial Auditorium

Open only during reserved event

Updates to Conference and Event Services Processes

  • Virtual EMS will be open for Fall Semester and Spring Semester.
    • Opening day is Monday, October 25, at 9 a.m.
    • This will allow OHIO student organizations and departments as well as external customers to make reservations for Aug. 17 through Dec. 13 at the following venues on the Athens Campus:

      • Baker University Center

      • Galbreath Chapel

      • Outdoor Spaces

  • The following spaces will be unavailable to reserve in EMS:
    • Nelson Commons
    • Walter Rotunda
    • Memorial Auditorium
    • The Front Room
  • To discuss your reservation needs, contact:
  • All Digital Display reservations can be made through Amber Louck, louck@ohio.edu
  • Any questions about hosting a conference on campus can be directed to conferences@ohio.edu, or by contacting:
    • Nikki Ohms, Assistant Director of Conference Services, ohms@ohio.edu

OHIO's Virtual Event Management System (Virtual EMS)

Please note: You must be logged into Ohio University's VPN to access the Virtual EMS link on opening day. 

Ohio University departmental faculty, staff, and members of student organizations may reserve spaces by visiting eventmgt.ohio.edu/emswebapp_athens. Virtual EMS is not available to external customers. To access Virtual EMS, customers must request access prior to August 17 through the site using their OHIO ID and password. Once access has been requested, it can take up to 48 hours to receive access to Virtual EMS. 

Student Organizations:

Organization presidents must update their organization's Event Services User Agreement form on Bobcat Connect with the names and contact information of the club officers or members who should have access to reserve spaces on behalf of the organization. Updated forms will take up to 72 hours to review.

University Departments:

Changes to departmental contact lists can be made at the request of any faculty or staff. If a student needs access to a university department account, a professional staff member within that office must provide written approval. Please email reservations@ohio.edu or your reservations coordinator with any contact list changes. 

Helpful Tips

Be sure to have all request information ready, such as: date, time, space, size, and account information. Before requesting space, check to ensure your account is registered, approved, and active. You may do this by calling 740.593.4021 to check your status, or log onto EMS to ensure your account is active. Reserve all major event spaces through Virtual EMS online. 

Online/Virtual Event Options

Standard Meetings and Small Events - Microsoft Teams meetings are available to all faculty and staff to utilize for remote meetings and events. The following webpage outlines how to get started using Teams for your next meeting or event. These meetings can support up to 250 participants (in the form of presenters or attendees). This is a great choice for collaborative meetings, breakout sessions, and small presentations. www.ohio.edu/oit/services/collaboration/teams

Presentations and Larger Events - Conference and Event Services offers two methods for streaming larger presentations or events from our venues. 

  1. Microsoft Teams Live Events - These events can support up to 20,000 simultaneous viewers with as many as 250 presenters, moderated Q&A sections, post event recording, post event attendee reporting, and Q&A log. This is a great choice for broadcasting a town-hall meeting, keynote speeches, or large training sessions.
  2. YouTube Live - These events can support over 100,000 simultaneous viewers, live chat, post event recording available on OUCES YouTube channel. This is a great choice for concerts/performances, memorial services, or lectures.

*Streaming services start at $125/hour of streaming time. This includes setup/configuration of the stream, a 30-minute test session, and technical support during the stream. Streams will consist of a single camera or webcam and a single playback source for presentation material. Any presentation media needs to be submitted to our technical team at least 72 hours prior to the event. Once the event in over, the recording and any other resources will be made available to the customer. This pricing does not include content creation, media editing, or chat/Q&A moderation.