One Stop Shopping: Function Room Reservation Service

The One Stop Shopping Function Room Reservation Service operates through the Facilities Knowledge Center (FKC), the same organization which receives and dispatches maintenance and housekeeping work requests to Facilities Management. The service, commonly identified as “Facilities Services”, is an outsourced, off-campus 24 / 7 operation staffed by FKC Customer Service Representatives.

The One Stop Shopping service is available only to current student, faculty and staff members of the Emerson College community.

Download the full One Stop Shopping Guide.

How to place a reservation

Know Which Room You Want

Review the Rooms, Availability, Rental Rates, Setup Options, and Use guidelines to be sure you are requesting the appropriate function room.

Call to make your reservation

On Campus - Extension 8880
Off-Campus - 1-866-585-4520 (toll-free)

To make your reservation properly, download and fill out the information on this form. Note that this form is for you to organize your information, it cannot be used to make a reservation. You must call either of the numbers above.

General Procedures

1. Reservations & Cancellations - Requirements & Restrictions
   College recognized departments, organizations, student organizations and management approved non-Emerson organizations are allowed to reserve and rent function space. Reservations are on a first-come first-served basis. Non-Emerson organizations must have a current, direct affiliation with the College or College sponsorship to be allowed to rent or reserve space.

2. All Reservation Requests Must be Submitted in Advance
   For Catered functions - No less than seven (7) business days in advance of date requested.
   For Non-Catered functions- No less than two (2) business days in advance of date requested.
   (Note: Any reservation requested less than seven (7) business days in advance must be 100% complete, with all required information included.)
   For “Promo Tables” - No less than 48-hours in advance.

3. Required Two-Hour Interval Between Room Reservations
   A two-hour interval between reservations for a function room is required. This interval is for Facility Management and Property Management maintenance and preparation of the space for scheduled functions. Customer Service Representatives taking reservation requests cannot waive this requirement.

4. All Reservations Must Be Complete No Less Than 7 Business Days Before the Date of the Function
   Management reserves the right to deny any reservation which is incomplete with information missing beyond that time.

5. Department Account Numbers & Purchase Order Numbers
   The department or organization account number (six or eight digits; i.e. 0x-xxx-xxx) is required to reserve a room. The FKC Customer Service Representatives are instructed not to accept reservation requests without this number being provided. Student organizations who do not have their account number should contact the Office of Student Life for assistance at (617) 824-8637.
   
   The appropriate Purchase Order number (five digits) is required for food/catering requests. Catering requests cannot be honored unless a valid Purchase Order number is provided no less than seven (7) business days in advance of the function date. Purchase Orders are issued by the Purchasing Department.

6. The reservation work order is a REQUEST, not a confirmation of the reservation. The request is confirmed ONLY if you do not receive a cancellation within (2-5) business days from the work order issue date. If there is a problem or question concerning your reservation, management will try to contact you within (2-5) five business days after you place the reservation request. This does not guarantee that a problem or question affecting the reservation will not arise at a later date.
   
   
7. Recognized student organizations may reserve function rooms at no charge provided no conflicting request from a paying user is received two weeks or more prior to the date requested. Should a conflicting request be received, the student organization will have the option of paying the room rate or relinquishing the reservation.
   
   
8. All functions, unless otherwise waived, are subject to room rental fees. Academic function room use will be evaluated on a case-by-case basis to determine if the rental fee is appropriate.
   
   
9. Function rooms, including dining rooms, auditoriums, as well as classrooms, seminar rooms, and lecture halls cannot be used for performance, dance or activities which are contrary to the normal and intended use of the space and/or which in the judgment of management are inappropriate for the space. Requests for playing music (live or pre-recorded) will be handled on a case-by-case basis and must be approved in advance by the management.
   
   
10. Management reserves the right to deny use of the space requested if, in its judgment, the use is inappropriate for the space and/or likely to result in policy, rules and / or guideline violations.
    
    
11. Cancellations: Two (2) business days' advance notice is required to cancel a function room reservation without incurring rental or service charges. Cancellation of any function less than two (2) business days prior to its start time is billable in full to the requesting department or organization.
    
    
12. Rooms must be vacated no later than 30-minutes after the end of the reservation period. Extended use of a reserved room is not permitted without management approval and will incur additional cost if approved.
    
    
13. The user is financially responsible for any damage or excessive cleaning which may be required. For functions not catered by ARAMARK the user is responsible for the cleanup of the room after use and will be subject to a $25.00 minimum charge if the room is not left in satisfactory condition.
    
    
14. All users must adhere to the Emerson College Alcohol and Other Drug Policy and associated procedures. This policy and procedures is detailed in the Emerson College Student Handbook and as published by the Department of Human Resources.
    
    
15. Departments and individuals sponsoring events should notify the Office of Public Affairs whenever their events include celebrity guests and/or topics that are likely to be of interest to the college community at large and/or outside news media. Event sponsors should notify the Department of Public Safety whenever they anticipate having audiences that could meet or exceed room capacity and when any other potential safety or security issues arise.