• Login to Facility Use

    1. Navigate to Facility Use (EvM)
    2. A list of bookable locations will appear. You may search at the top of the screen or use the filters below to help find your perfect space.
    3. To request a space, the group/organization you are requesting on behalf of must have registered with us.
      • If you have already registered, sign in with your account,
      • If you have not already registered, create a new account. Accounts must be linked to at least one approved organization to place requests. See instructions here on how to create a new organization or to join an existing organization.
    4. Submit your rental request


    Create or Join an Existing Organization

    1. All community accounts must be linked to at least one approved organization before being able to place requests. To create or join an existing organization, visit the Manage My Profile page and select "My Organizations".
      • Request to Join an Organization - Only one organization needs to exist per COI - For example: all accounts using Woodstock Public Schools COI should request to join the organization "Woodstock Public Schools". Your request to join will go through an approval/denial process internally.
      • Create an Organization - New organizations and those that have not placed facility requests with The Woodstock Academy for an event after 7/1/2022 will need to "Create an Organization". For assistance with this process or any Facility Use questions, use the contact information found at the bottom of this page.


    Place your Rental Request

    Use the information below for additional details about each step, and what is required/expected in each field.

    Event Details

    Organization - select your pre-approved organization - again, you cannot place a request until you are linked to an approved organization.

    Event Name - should be a descriptive event name. ie. "Tri-M Fundraiser" vs. "Fundraiser"

    Summary - should be a descriptive summary - "Supporting Tri-M Honor Society" vs "Fundraiser". Should you need full HTML markup, click the "Add Full Description" tick box. Colors, font changes, etc. will not be passed onwards.

    Location & Time

    Choose by Location - We suggest location 99.99% of the time, unless you don't care what space your meeting/etc. takes place

    Search & Select Locations - Either start typing in a specific space on campus, or use the "Location Search" button to easily find your ideal space on campus

    Check Availability - Click the desired event date, desired start time, and set the setup and breakdown time.

     

  • Important: Set times accurately! Event start & end time are published on woodstockacademy.org 
    Setup & Breakdown time should cover the entire time you plan to be in the space so it can't be double-booked.

    Listing Options - Do not check the tick boxes on "Do not publish the end date/time" or "Specify Publish Date/Times" -- these features are NOT supported by woodstockacademy.org and will cause sync errors. (These will be removed in a future release of Facility Use (EvM)).

    Time Zone - Do not change from (UTC-05:00) Eastern Time (US & Canada)

    Public/Private/Unlisted - See matrix below

      Appears on woodstockacademy.org? Visible to all employees? Programs doors?*
    Public Event
    Private Event X X
    Unlisted Event X X


    *These features are still being evaluated and may change in the future. Please be respectful of these options!

    Contact Information

    Organization leader information will be available for auto-fill, if desired.

    Full Name - should be the contact for questions regarding this event

    Phone - should be the contact for questions regarding this event

    Email - should be the contact for questions regarding this event

    Billing Information

    A finalized invoice & contract will be sent electronically, once your event is approved, to the address input below.

    Full Name - should be the contact for questions regarding this event

    Address - should be the contact for questions regarding this event

    Email - should be the contact for questions regarding this event

     

    Pictures & Attachments

    Upload any pictures or attachments that may be helpful in setting up your event. Room layouts, programs, etc.

    Submit

    Submit your request to have it sent through the approval process. Please check your email for updates, or log back in to view the status of your event requests.