Conference Services is excited to open the books for the 2024 spring semester. These priority booking periods are for the following campus spaces:

  • Kittredge Central Multipurpose Rooms (KCEN MPR)
  • Williams Village Village Center Multipurpose Rooms (WVCC MPR)
  • Village Center Breakout Spaces (WVCC BR).

Priority booking dates

Residential Academic Programs (RAPs)

Begins: Sept. 4, 8 a.m.
Ends: Sept. 10 at 11:59 p.m.

Residence Life.

Begins: Sept. 11 at 8:00 a.m.
Ends: Sept. 17 at 11:59 p.m

Student Affairs

Begins: Sept. 18 at 8:00 a.m.
Ends: Sept. 24 at 11:59 p.m

University Departments

Begins: Sept. 25 at 8:00 a.m.
Ends: Oct. 1 at 11:59 p.m

Other Organizations

Begins: Oct. 2 at 8:00 a.m.
Ends: Oct. 8 at 11:59 p.m

Reservations within booking periods and after October 8 will be honored in a first come, first served basis. 

Reservations:

CUCS uses Event Management Software (EMS) for reservation requests.  All reservation requests must be submitted through EMS and will not be accepted through email or phone.  Visit EMS to check availability, create, edit or cancel a reservation. If you are a new user to EMS, please visit EMS at least 48 hours prior to when you would like to make your first reservation request to allow new users to be processed and approved into the system.

Make a room reservation

Important reservation notes:

Reservation requests:

  1. After submitting a request, you will receive a confirmation email saying Room Request Pending
  2. The request is reviewed and either approved or denied. Note: Due to the influx of requests we receive during this time approval of events can take up to one month.
  3. An email will be sent confirming or denying the reservation request.

Reservation requests are confirmed or denied based on the following criteria:

  • Room availability
  • Events occurring before, at the same time, or after your requested time/date
    • We allow at least three hours between events.
    • Kitt and Village Center require an empty multipurpose room section between two different events due to divider walls not being 100% soundproof.
  • Availability of the Conference Operation team members
  • Please note: A room may be available online but due to limited staff, large setup changes, an event occurring in other sections of the space, etc., the request could be denied.  A reason for a denied event space request will always be given. 

Reccurring events

  • Groups can book a room up to two times per month.  If you would like to have weekly meetings, you will need to submit two separate requests.  One during your initial priority booking window and then a second request when reservations open back up to all on October 8. 

Cancelations

  • Client is required to cancel a reservation through EMS at least 10 days prior to the scheduled event start time. Repeat late cancellations, no shows or large discrepancies in start and end time could result in reservation rights being revoked.

Catering

  • No outside food is allowed in the Village Center Multipurpose Room, Breakout Room or Kitt Central Multipurpose Room. CU Events Planning & Catering (EP&C) is our official event space caterer and all orders must be submitted to them.  A $200 fine will be assessed if outside food is brought into the event space.
  • There is no waived room rental fee in Kitt Central, Village Center if catering is ordered.

Catering menus

Damages to the event space or equipment

  • The client is responsible for any damages to the facility and during the reservation. Charges for repair or replacement will be assessed accordingly. Examples of fineable offenses: Stains on the carpet, gum placed on chairs/tables, large amounts of trash/recycling left outside of proper containers.