Central Scheduling Office
Spaces across all UNMC campuses are available for use by the UNMC community and outside groups. Here's what you need to know in advance of contacting our office to schedule your meeting or event.
- UNMC employee link for room scheduling: UNMC Scheduling Website (EMS)
Note: Academic courses are not scheduled through this office or its room-scheduling form.
Scheduling UNMC Rooms, Facilities
Basic planning information for UNMC employees and non-employees:
- View our Coronavirus Resources
- Requirements for gatherings
- IT Support : 402-559-7665, 6 a.m.-6 p.m. Monday through Thursday, 6 a.m.-5 p..m. Friday
- To cancel a meeting or event: Log into EMS to cancel; if unable to cancel, email roomscheduling@unmc.edu
- To cancel an academic course or activity, email roomscheduling@unmc.edu
- Complete a Fundraising Request Form
- Raffles are not permitted
- Abide by the guidelines established by UNMC Business & Finance Services, 402-559-5200
Scheduling Process, Outside Groups
We want to make it easy for you to schedule meetings and events. If you are a member of an outside group, please follow these policies and steps.
- Make sure you meet the criteria for scheduling a UNMC space.
- A UNMC or Nebraska Medicine employee or department must serve as a primary contact and handle details.
- Non-UNMC sponsored events must be approved by the Department of Strategic Communications. You must assume costs for set-up, catering, technicians, housekeeping, etc. The use of UNMC public spaces requires written approval from this office before notice or advertising of an event.
- The activity must be related to the mission or directly benefit UNMC, Nebraska Medicine, their employees, students or affiliated organizations.
- Complete the Room Scheduling Form. Remember, not all rooms on campus can be scheduled through us, including those in the Sorrell Center.
- Events and classes will start on the hour or half-hour. They must end 10 minutes before the hour or 20 minutes past the hour (example: a meeting at 10 a.m. will end at 10:50 a.m., not 11 a.m.)
- Provide two rooms when you submit your request in case your first choice isn't available.
- Information on catering, tables and chairs rental, furniture moving, after-hours access, and contacts.
- You should receive a response within two business days, depending on the volume of requests.
- Call us at 402-559-7254 if you have any questions.
- Alcoholic Beverages Policy
- Request to Serve Alcoholic Beverages form
- Nebraska Medical Center Food Service catering
- Furnishings
- After-Hours Access: Public Safety Dispatch, 402-559-5111
- Public space contacts
Room Scheduling Deadlines
Deadlines vary based on the type of meeting or event, and on the type of space or room you are requesting.
Conference rooms and other reservable spaces may be scheduled for ad hoc and recurring meetings up to one year in advance.
- Advanced scheduling is not available in spaces used for core academic functions. If the use of an auditorium or classroom for an event is desired (i.e., symposiums, weekly seminars, etc.), spaces can be scheduled on a first-come, first-serve basis each term.
- Any use of auditorium, classroom and laboratory space for purposes beyond the core academic functions will be scheduled after the completion of room assignments for all courses for the related academic term.
- Conference rooms and other reservable meeting spaces may be used for hosting of a conference.
- Requests for one-time multiple-day conferences or meetings being hosted at UNMC must be submitted a minimum of one year in advance or a maximum of two years in advance. Prior approval by the Central Scheduling Office in consultation with the affected college(s) or institute(s) is required. Email the Central Scheduling Office.
Event Month |
Earliest acceptance |
Earliest confirmation |
August - December |
April 1 |
June 15 |
January - May 15 |
October 1 |
November 15 |
May 15 - July |
February 1 |
March 15 |
Online reservations for students, employees
To schedule rooms or study spaces: log into the UNMC Room Scheduling Website (EMS)