Oakland’s new room reservation tool, Event Management System (EMS), went live on July 15. Going forward, room reservations for all Oakland buildings should be made using this tool. (One exception: The UC Press facility will continue to use their existing room-reservation process.) Even if you’re not yet in the office, it’s a great time to prepare for using EMS when you need it.

Get started

EMS is available as an easy-to-use Outlook plug-in for Windows and a web-based application for Mac and Windows. All staff will need to install EMS. Set-up links are available on rooms.ucop.edu.

Learn and prepare

Visit rooms.ucop.edu for training videos, quick start guides, frequently asked questions and more. For additional information and to ask questions, attend an EMS Staff Drop-In Session on July 28 at 1 p.m. PT.

Helpful information and tips

• Update existing reservations. Any existing MS Outlook room reservations must be manually rebooked in EMS — they will not be automatically moved. If you try to book a room through the old process, you will receive an error message and be directed to EMS.
• Check capacity. All room reservations must adhere to COVID-19 protocols. EMS includes COVID-19 capacity guidelines for available rooms.
• You must be approved for on-site work to hold in-person meetings. If you’re approved to work on-site, or handling reservations for someone who is, you can schedule rooms for approved on-site use. If you have not been approved for on-site work, please continue to take meetings from home via Zoom.

For questions, contact conferenceservices@ucop.edu.

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