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Oakland staff: Here’s how to reserve hoteling workspaces and meeting rooms

Want to schedule a hoteling or meeting space? Please remember to reserve these spaces in advance through UCOP’s Event Management System (EMS). Reservations ensure that the space is held for your use at the time requested and cannot be booked by someone else.

If you haven’t already, follow these steps to get started:

  1. Review the instructions on
    If you are a contractor who does not have an employee ID, follow the instructions in the Contractor Set-up Instructions quick guide.
  2. Windows users: Download the EMS for Outlook Plug-in.
  3. Windows or Mac users: Log in to the EMS Web App.

Use this Reserving a Hoteling Workspace in EMS Quick Start Guide and keep it handy for future reference. (Box log-in is required for file access.) You can also join one of the drop-in training sessions below for a live tutorial and to ask questions.

Resources and drop-in sessions

Get detailed information about EMS, including FAQs, videos, and quick-start guides, at

Attend a live tutorial and have an opportunity to ask questions. Drop-in sessions will focus on hoteling and meeting room reservations using the EMS Outlook plugin. Please visit prior to the training for a general overview of EMS and guidance on how to download the Outlook plugin.

  • Wednesday, Apr. 27, 11 a.m. – 12 p.m. (PT)
  • Friday, Apr. 29, 1:30 p.m. – 2:30 p.m. (PT)

Zoom link for both sessions:

Questions? For technical issues, submit an IT ServiceNow ticket. For reservation or policy questions, email

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