THE EMS RESERVATION SYSTEM IS FOR DISTRICT EMPLOYEES ONLY
Facilities Office • Cypress College 9200 Valley View St • Cypress, CA 90630-5897
IMPORTANT NOTES BELOW - PLEASE READ
ALL REQUESTS REQUIRE ADVANCE NOTIFICATION. READ ALL OF BELOW FOR DETAILED INFORMATION.
MAKE SURE THE DATES YOU CHOOSE ARE NOT HOLIDAYS
OR FRIDAY CAMPUS CLOSURE DATES DURING SUMMER MONTHS.
EMS DOES NOT RECOGNIZE HOLIDAYS OR CAMPUS CLOSURES.
FUNDRAISERS ARE NOT PERMITTED ON CAMPUS DURING THE HOLIDAYS
ALWAYS ADD CAMPUS SAFETY ON EMS REQUEST FOR PARKING NEEDS
Must be submitted a minimum of 14 Days in advance of the activity/event. Enough time is required to
process in the request, receive approvals along with sending out to
all appropriate staff for delivery of equipment, ACT, HVAC, etc. All requests are
on the Master Calendar, which is required. Please remember to provide
diagrams for setup at the time you enter in your request via email; if you need a setup. If you have vendors or companies participate in your event they each need to be entered into the EMS request under Partnership with Organization and they are all required to provide proper insurance required by the District. Your event will not be approved until all insurance has been approved for all vendors/companies participating. The CC Complex Conference Room 414 is the only conference room that can be rearranged. However, after each use you are responsible for configuring it back into classroom style due to the many student orientations and workshops in the room.
Advisors, you must enter in an EMS request for all activities/events on and off campus. You must complete it a minimum of 14 days in advance of your event for all approvals, which include your Dean, the Dean of the area you want to use and the Student Activities Office. If you are having vendors or companies participate in the event they each need to provide the proper insurance required by the District. You must note their name on the request under Partnership with Organization. If your activity is off campus you must provide the name of the venue and the address. If there are any funds needed for your event you have to provide the bursar account number and any other pertinent information. Requests will not be approved until all approvals, information and correct insurance is on file with the Facilities Office. All advisors must attend each activity off and on campus. This is a requirement. No exceptions.
The contract must be received a minimum
of 6 weeks in advance of the requested rental date/s. All paperwork
(contract, payment, insurance, permits, etc.) if approved, must be received one
month prior to the first date of the event. Contact the Facilities Office for a
rental contract and/or additional information. An application for rental of the theater or theater lobby needs to be requested up to one year in advance and not less than four months of the first date you are requesting.
FINE ARTS, THEATER and THEATER LOBBY:
Due to the many classes, theater
productions, technical staffing needs, rehearsals, crew, set building, etc.,
these facilities cannot be reserved online. In order to request one of these
areas you must fill out the Activity and/or Facility Request Form along with Application Addendum Form supplied to you by the Facilities Office. You need to send everything in a timely manner for initial processing. You must include your budget number if you require any funds for catering or if your event is a Fundraiser. If requesting the Theater Lobby you must provide a diagram for set up via email to the Facilities Office. Specify the time you want the area set up. This information is on the Activity and/or Facility Request Form. Supply all documents and diagram/s at the time you send in your request. You may request the Theater up to one year in
advance. But please do not request it with less than three/four months in advance of the date/s you want, as there is an approval process in place. Processing for use of the Theater Department determines staffing, estimate of theater technician fees, etc. along with completion from the Facilities Office. This all takes time. An application for the area does not guarantee approval of use.