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eCalendar / Events Help

This page provides an overview of basic information that clients need to reserve spaces and resources managed by STAMP.

Stamp eCalendar

Stamp eCalendar is a software program that enables our clients to request event spaces and other resources that are managed by the Stamp Student Union, virtually. eCalendar is available 24/7. https://ecalendar.umd.edu/  

Getting An eCalendar Account

To use eCalendar, you must have an eCalendar account that is associated with either the student organization or the university department that you represent. When you submit a request form you will need to provide authorization from your student org president or department head.  

Student Organization Representative eCalendar Account Request Form

  • Faculty/staff and non-university advisors are not eligible to have eCalendar accounts for student organizations.
  • No more than three (3) eCalendar schedulers per student org.

https://terplink.umd.edu/submitter/form/start/329897

University Department Representative eCalendar Account Request Form

https://terplink.umd.edu/submitter/form/start/329912

 

Non-University Clients (including faculty/staff reserving space for personal events)

Non-University clients not be issued eCalendar accounts.  Non-University clients can submit a guest inquiry to an Event Coordinator at ecalendar.umd.edu > click on the Request A Room (listed under Welcome, Guest). Guest inquires will not be accepted from university departments and registered student organizations.

What Do You Need to Know Before Submitting a Request in eCalendar

  • Generally, requests must be submitted at least 7 days in advance, and no more than 365 days in advance
  • All student orgs must also submit a SORC Event Approval Form, in TerpLink, for each reservation, after space is requested in eCalendar
  • Expect to pay a 25% room rental deposit about 10 days after your event is processed by your Event Coordinator. The deposit is non-refundable, and non-transferrable.
  • Final event payments are due one (1) week prior to the event (or the 1st event in a series)
  • Expect to pay for all technology that you need during your meeting/event (projectors,  house sound, microphones, etc.)
  • Most common room setup options:
    • Auditorium: Rows of chairs
    • Banquet: Round tables with up to 10 seats
    • Classroom: Rows of tables with 2-3 chairs per table
  • FREE Events for Student Organizations
    • Up to 60 hours of free room rental per semester (fall/spring only; unused hours don't transfer)
    • Only two (2) room setup options are available for FREE events
      • Max Auditorium
      • Cleared Floor (no tables or chairs)
    • Expect to pay for all technology that you need for the meeting
    • Hoff, Grand Ballroom, Atrium, Prince George's, and Colony Ballroom are NOT eligible for FREE events.
  • Chairs and tables are included in all room rental prices (some limited supply of table inventory)
  • There are fees for tablecloths and pipe & drape
  • We never schedule back-to-back events. Staff need times between events to clean and change the room setup. The bigger the room the more that is needed between event.
  • There are no fees for use of outdoor spaces managed by STAMP.
    • STAMP does not provide tables, chairs or any technology for outdoor events spaces.
  • Events should never be advertised publicly until the client has reserved a confirmation email from their event coordinator. This email will outline important due dates, and fees due.
  • There will be a room rental and equipment rate increase effective July 1, 2023.  Requests or changes to requests submitted after July 1 will be subject to the increased pricing.  New pricing information is available at stamp.umd.edu/events/event_guest_services/capacities_rates

Event Spaces and Resources Available in eCalendar

  • Meeting rooms and event spaces in the Stamp Student Union 
  • Technology  https://stamp.umd.edu/about_us/it_services/technology_price_list
  • Outdoor event spaces managed by STAMP (McKeldin Mall, McKeldin Steps, Nyumburu Amphitheatre, and Hornbake Plaza)
  • Outside Tables (Southeast Stamp entrance area)
  • Indoor Display Cases (First Floor, past the Information Desk)
  • Inside Banner space (circular railing above North Atrium area)
  • Food Court Booths (student orgs and university departments only; fee applicable)
  • Limited academic classroom spaces (student orgs only; fall/spring semester only)
    • Classroom spaces can only be requested at the beginning of each semester for the same semester
    • Requests must be submitted at least 7 days in advance.
    • Additional SORC Event approval is required
    • A limited number of classrooms are available in Armory, Art-Sociology, Cole, Francis Scott Key, Jimenez, LeFrak, Math, Susquehanna, and Symons buildings.
    • The average available classroom capacity is 35 - 40 people.
    • Events with music, singing, dancing, and/or musical instruments are limited to Armory and Symons only.
  • Terrapin and Terrapod rooms in the Student Involvement / SORC Suite (requests managed by SORC staff)
  • TerpZone (reservations managed by TerpZone staff)

How to Use STAMP eCalendar

About This Guide

This guide is designed to be a quick reference for common tasks in STAMP eCalendar. For more
details about how to make reservations, contact your Event Services Coordinator or the space
manager (Student Involvement Suite, and TerpZone).

Do not use the mobile app version to achieve optimal results.  

Definitions

Reservation – The “Who and What.” This contains the employee booking information and what the booking is called. A reservation will always have at least one (1) booking/occurrence.
Booking – The “When and Where.” This contains the date, time, and location information for each occurrence of a reservation. A reservation must have at least one booking but can have as many bookings (think of a recurring meeting – each occurrence is a booking).

Logging into eCalendar / eCalendar Home Page

Your eCalendar account login and password have been setup to be the same as what you would
use for any University program such as ELMS/Canvas or PHR.

Your EMS Web App home page looks like the image below.

  1. On the left, there is a menu bar with the following options:
    1. Create a Reservation: Takes you to your reservation templates.
    2. My Events: Takes you to your event list of upcoming and past events.
    3. Browse: Takes you to the search features in eCalendar.
      1. Events: See public bookings in a daily (default), weekly, or monthly view.
      2. Locations: See the free/busy of all rooms/resources in STAMP managed spaces.
  2. On the main section of the home page, there is Reservation Templates, which allows you to make a quick booking right from your home page.
  3. Below that is a list of your bookings for the day alone with a search option to find your reservations.
  4. Finally, in the upper right-hand corner, you see your name and a drop-down for your account options.

Creating a Single Reservation

  1. To make a reservation, begin at either My Home or Create Reservation.
  2. Determine which Reservation Template you need to use. Click “About” to see important details about the template.
  3. Click “Book Now” next to the Reservation Template you wish to use.
  4. Input your date, time, and location. (In most instances your location will be The Stamp, and it is will already be listed). The Time Zone must be set to Eastern Time
  5. From the left-hand side, select any filters to limit the number of spaces returned. Click the Search button to see a list of available spaces.
    1. At a minimum you must select a Setup Type, and enter the Number of People ​​

  6. A list of spaces that meet your search criteria appears along with their availability. 
  7. Select each space(s) you want to reserve by clicking on the green + sign. 
  8. Click on Add Room after each selection
  9. The space(s) you selected will now be displayed under the Selected Rooms section. 
  10. Click Next Step at the top right to add Services. 
  11. Select any of the resources on the Services page that you wish to add to your reservation. If you are not sure what you need, you can skip this page. The Event Services Coordinator or the space manager will follow up with you after your request has been submitted. Click Next Step to enter Reservation Details (Skip to #13)
  12. As you add more Services, they will be added to the Services Summary on the right side of the page. Once you have finished adding Services, click Next Step to enter Reservation Details.
  13. Enter your Event Details.
    1. Note: Anything with an * next to it is a required field.
  14. Add the Group Details
  15. Upload any attachments, if applicable.
  16. Answer any additional questions under Additional Information and Billing Information
  17. Check box that you have read and agree to the Terms and Conditions
  18. Once you have entered all details, click Create Reservation in the bottom right corner.

Creating a Recurring Reservation

  1. Go to Create Reservation.
  2. Determine which Reservation Template you need to use. Click “About” to see important details about the template.
  3. When inputting the date, also select the Recurrence button. A new window will open.
  4. Enter your recurrence details and click Apply Recurrence.
  5. Input your time and location. (In most instances your location will be The Stamp, and it is will already be listed). The time zone must be set to Eastern Time.
  6. From the left-hand side, select any filters to limit the number of spaces returned. Click the Search button to see a list of available spaces.
    1. At a minimum you must select a Setup Type, and  enter the Number of People
  7. A list of spaces will appear with the availability listed in the second column (see below: 10/10 means the space is open for 10 of the 10 selected dates).
  8. Click the green + icon to add the space(s) you wish to book.
  9. Click on Add Room after each selection
  10. The space(s) you selected will now be displayed under the Selected Rooms section. 
  11. Click Next Step at the top right to add Services. 
  12. Select any of the resources on the Services page that you wish to add to your reservation. 
  13. If you are not sure what you need, you can skip this page. The Event Services Coordinator or the space manager will follow up with you after your request has been submitted. Click Next to enter Reservation Details (Skip to #16). 
  14. As you add more Services, they will be added to the Services Summary on the right side of the page. Once you have finished adding Services, click Next Step to enter Reservation Details. 
  15. Click Next Step to enter Reservation Details 
  16. Enter your Event Details.
    1. Note: Anything with an * next to it is a required field.
  17. Add the Group Details
  18. Upload any attachments, if applicable.
  19. Answer any additional questions under Additional Information and Billing Information
  20. Check box that you have read and agree to the Terms and Conditions
  21. Once you have entered all details, click Create Reservation in the bottom right corner.

Cancelling a Reservation

You can only cancel a full reservation and or individual bookings using eCalendar while the reservation is still in WEB-status.  After a reservation is no longer in WEB-status, you must contact your Event Services Coordinator or the space manager to cancel your reservation in writing.

  1. Go to My Events – this will take you to your list of scheduled events.
  2. Click on the Reservation Name you wish to cancel.
  3. Click either Cancel Reservation on the right (cancels all bookings/occurrences) OR the red cancel icon next to an individual booking/occurrence (cancels that booking/occurrence only).
  4. You will be asked to confirm your cancellation. Click Yes, Cancel Reservation.

Editing a Reservation

You can only edit a reservation and or individual bookings using eCalendar while the reservation is still in WEB-status.  After a reservation is no longer in WEB-status, you must contact your Event Services Coordinator or the space manager to make any changes to your  reservation in writing.

  1. From your home page, click on My Events.
  2. Click on the Reservation Name you wish to edit. 
  3. You can edit Reservation Details (Event Name, Event Type, Group/Host, 1st Contact) by clicking on the pencil icon next to the Reservation Details.
  4. To edit the date, time, or location of a booking, click the pencil icon next to the booking date.
  5. You can select a new date or time by using the search tools to the left and clicking Search.
  6. A list of spaces and their availability will be shown under Rooms You Can Reserve. If the space is open for your new date and time, click Update Booking(s) to change the booking information.
  7. To change the location of the booking, select a new desk by clicking on the green + icon next to an available room and click Update Booking.
    1. Note: You can filter the list of rooms by using the filters on the left menu.

Browse

Events

Browse Events allows you to see all reservations in STAMP managed spaces in a daily, weekly, or monthly list.

Locations

Use Browse - Locations to see the the free/busy schedule of all spaces. This feature can help you identify spaces that may be available for your event.

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