SMPH Room Reservations manages the School of Medicine and Public Health (SMPH) online room reservation system (EMS). The system provides online, centralized access for faculty, staff, and students and UW Health employees to search and submit room reservations in the Health Sciences Learning Center (HSLC), Clinical Sciences Center (CSC), Medical Foundation Centennial Building (MFCB), Wisconsin Institutes for Medical Research (WIMR), and Wisconsin Alumni Research Foundation (WARF), plus other departmental specific spaces for in-person learning, meeting, and collaborating.
First time reserving a room at SMPH?
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Request Account Activation
Complete this form to request access to reserve SMPH spaces. Room Reservations staff will manually activate your account, after which you will receive a confirmation email.
UW Health Employees should click ‘Create an Account’ from the Room Reservations portal login page. Room Reservations staff will grant appropriate building access once account has been reviewed.
If you need to update your account, email room reservations staff: reservations@hslc.wisc.edu
Additional SMPH Reservable Spaces
HSLC Atrium
The HSLC Atrium requires a separate request form to be submitted for review and approval.
Please review HSLC Atrium Guidelines and the HSLC calendar prior to submitting a request.
See SMPH Atrium Information and Configurations for more information.
Questions? Contact: reservations@hslc.wisc.edu
ILC
The Interactive Learning Center (ILC) is booked directly through the Medical Education Office (MEO).
Please review the ILC Guidelines prior to submitting a reservation request.
Requests for ILC quadrants must be submitted AT LEAST four business days prior to the event.
See SMPH Interactive Learning Center (ILC) Information and Configurations for more information.
Questions? Contact: meoreservations@hslc.wisc.edu
UW Health Spaces
UW Health maintains a catalog of spaces for their employees to find a meeting space outside of the UW-Madison School of Medicine and Public Health medical school campus.
UW Health Meeting Space Catalog
SMPH does not manage this site, but it might be useful to search on information at UW Health for meeting rooms.
Frequently Asked Questions
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Room Reservation Basics
How far in advance can I reserve an SMPH Space?
Access to online Room Reservations scheduling is released by the semester and not annually, based on the medical school’s course schedule. Please review the order of prioritization outlined within the guidelines below for clarification.
HSLC & CSC Guidelines, MFCB and WIMR Guidelines, WARF Room Reservation Guidelines
If you are attempting to request space further out than the current semester and the system appears to have an error, it is likely that the schedule is not open for general access yet. Many access schedules can be found by clicking the “about” button next to the specific template you’re considering once logged into your online reservation account.
HSLC general reservations are often not open for general booking until approximately three months prior to the start of the next semester, due the Medical Education Office schedule. Fall template opens approximately around early June. Spring template opens approximately around early October. Summer template opens approximately around early March.
Moveable Equipment and Furniture Requests
HSLC Lecture halls and meeting rooms come with standard AV equipment managed by the Classroom and AV Services (CAVS) office. Additional moveable equipment and furniture is reservable through the Moveable Equipment/Furniture template in your online reservation account. These items must be picked up and returned to the CAVS office in 1240 HSLC during normal business hours.
If you need more tables and chairs than what HSLC can provide, you can rent more tables and chairs for a fee through Physical Plant Campus Services or (608-263-3333). There are also companies who have purchasing contracts with UW campus for table and chair rental. Visit UW Business Services for more information about renting tables and chairs from outside vendors.
HSLC After Hours and Weekend Access
If you have a room reservation for an event that is planned outside of standard HSLC Building hours, contact Access at least 1 week before your event (access@mhub.uwpd.wisc.edu)
If you arrive for your scheduled reservation during or outside business hours and the room has not yet been unlocked, contact HSLC Building Security (608-262-3058) to unlock the door. You can also reach them at hscsecurity@uwpd.wisc.edu or Room 1375 HSLC. across from the University Book Store near the HSLC freight elevator.
Standard HSLC Building Hours
- Mon-Thurs: 6:30am-7pm
- Friday: 6:30am-5:30pm
- **Sat & Sun: WisCard badge access only
- Closed on Holidays
Reservation Best Practices and Guidelines
- Before utilizing an SMPH managed space, reserve the space via the online Room Reservation System or a display tablet outside of the room.
- When booking a reservation, include time for setup, arriving, and exiting. Only occupy the space during the time of your reservation. Communicate reservation start and end times, along with guidelines, with anyone you’re coordinating a reservation for.
- You will receive a confirmation email that includes the details of your reservation. Review this for accuracy, including AM/PM times. Keep the confirmation email as a reference should there be a discrepancy upon arriving at your reserved space.
- Be respectful of groups reserving the space before and after you. Do not disturb a group currently in your reserved space until the start of your reservation time. Make sure all cleanup is complete and portable equipment has been returned to CAVS by the end of your reservation time.
- If you believe there has been a double booking, reference your confirmation email and ask the other group to check theirs. No double bookings can occur in the online system.