Event & Space Reservations
Non-Academic Events and Meetings at CU Denver
The Office of Student Life & Campus Community oversees the approval of all non-academic space reservations at CU Denver. Non-academic reservations include meetings, events, and programs that are not associated with academic credit or scheduled classes.
This page outlines what has changed, when EMS requests are approved, and what you can expect throughout the reservation process.
What Has Changed?
Previously, non-academic space reservations were approved by the Registrar’s Office. While approval responsibility has shifted to Student Life & Campus Community, the underlying process, timelines, and academic priorities remain unchanged.
What’s different now:
- Student Life approves non-academic EMS requests
- Requests are reviewed through a student-centered, event-focused lens
- Event organizers have a clearer point of contact for guidance and support
What has not changed:
- Academic classes always take priority
- Requests cannot be confirmed until class scheduling is complete
- EMS remains the system of record for room reservations
👉 Important: Student Life approval serves as your room confirmation only. Additional services (AV, Facilities, access, etc.) require separate requests.
When Are EMS Requests Approved?
Approval timelines are based on academic scheduling priorities. Because classrooms must be fully scheduled for credit-bearing courses first, non-academic events are approved in phases.
- Any day after 5:00 p.m., and/or
- Weekends (Saturday or Sunday)
- Through the first day of classes for the upcoming term
- Summer Term: March 15 (or first business day after)
- Fall Term: June 15 (or first business day after)
- Spring Term: November 15 (or first business day after)
- Fall Term: Monday after the first week of classes
- Spring Term: Monday after the first week of classes
- Summer Term: March 30
- On the Thursday and Friday following Census Day, or
- During the full week that follows
- Spring 2026: Open date is Monday, February 16
(Finals Week: May 11–16) - Fall 2026: Open date is Monday, September 14
(Finals Week: December 7–12)
This is the earliest window for scheduling non-academic events in classrooms for the upcoming term. Since there are fewer classes after 5:00 p.m. and on weekends, those time blocks are finalized first, which allows us to begin approving EMS requests for those periods sooner.
Requests during this period may be approved for:
Term-Specific Dates
This phase allows non-academic events to be scheduled Monday–Friday before 5:00 p.m.
Why this matters:
These dates allow faculty time to adjust room assignments if a scheduled classroom does not meet instructional needs.
Term-Specific Dates
Final exams are scheduled after Census Day and typically take place:
Because of this, non-academic events cannot be scheduled during Finals Week until the academic exam schedule is finalized.
Examples
Important Planning Reminders
For Summer 2026:
- EMS requests for events after 5:00 p.m. or on weekends will begin approval on March 16
- EMS requests for Monday–Friday, 8:00 a.m.–5:00 p.m. will begin approval on March 30
This waiting period allows the Registrar’s Office sufficient time to finalize the Spring semester class schedule before daytime events are confirmed.
- Academic courses always take priority over non-credit-bearing programs
- Approval timing is dependent on class scheduling, not request submission order
- Organizers are strongly encouraged to identify backup dates, times, or locations in case the original request cannot be accommodated
Need Help?
- General event and logistics questions: studentlife@ucdenver.edu
- EMS Web App User Guide: schedule.ucdenver.edu (Site Home tab)
Student Life & Campus Community serves not only as the approver of space requests but also as a consultative partner in helping departments and student organizations plan safe, effective, and engaging events.