Follow
Publications: 18 | Followers: 0

_-Booking your space with Virtual EMS

Publish on Category: Birds 0

How to requestspace for your meeting/event with the EMSWebApp
Vermont Tech Conference & Events
The Basics
EMSWebApphas replaced VEMS (Virtual Event Management System). This is the software Vermont Tech (and the VSC) is using for room and event scheduling.This tutorial is designed to teach Vermont Tech users how to request a space on theRandolph Campus.Space requested throughthe EMSWebAppMUST be requested a minimum of 24 hours in advance.If your needs are more urgent, please contact the Conference&Events Office x71607Catering requested through the EMSWebAppMUST be requested a minimum of 7 days in advance.Inaddition to checkingthe EMSWebApp,you can also view non-academic course eventsalready scheduled onthe Master Calendar websiteevents.vtc.edu.
Step 1
Use the Firefox browser, as others may not work properlyCopy and Paste the URL into Firefox:http://events-vtc.vsc.edu/EMSWebApp/Default.aspxClickon “Log In”. You will be prompted to log-in if you if you are not already in the portal.Log in with your usual VTC credentials. Your screen should look like this after you have logged-in:
Using Virtual EMS
Step 2 –Choose a room
Click on “Create a Reservation” in upper left cornerClick on “Book Now” in upper right cornerSet your parameters :Set the date for your requestSet a recurrence if applicableSet the time you need the roomUnderLocations,ensure it lists VTC RandolphClick the blue “Search Button”The list will show all rooms availableIf you want to look for room in a specific building:Click on Add/Remove next to locationsClickon the building you want (or click on multiple buildings)Clickon UpdateLocationsThe list will display only the buildings you have selected
Using Virtual EMS
Step 2 – continued
All spaces that meet the criteria you set will be shown in the list.If there is gray in the space/room you want, that means it is unavailable during the time it is grayed out.Click on the “+” button forthe room you wantEnter the # of people and setup type (use standard/as is if you are unsure)Click on add room – your room will show up on top under “Selected Rooms”If you have made a mistake, you can click on the “-” sign to remove the room and pick a different roomClick on the blue “Next Step” button in the upper right corner
Using Virtual EMS
Step 3 – Add catering
If you require catering, ensure your event start and end time are accurate.Leave the “Service Type” as delivery UNLESS you are ordering dining hall meals, then change to Dining Hall MealsEnter your G/L # for the catering chargesadd any food item or dining hall meals:click on the category you wantClick on the item you wantVerify the quantity - You may want less of some items than the # of people, if you want multiple selections.All of your selections will display on the right side of your screen.Click the blue “Next Step” button in the upper right when finished
Using Virtual EMS
Step 3 – Add furniture – only for Judd, Campus Center,Langevin
If you require additional furniture in the above listed rooms:click on the category you wantClick on the item you wantEnter the quantityIf you have special instructions for how you want the items set up in a particular way, please indicate these under “how would you like the above set up?”All of your selections will display on the right side of your screen.Click the blue “Next Step” button in the upper right when finished
Using Virtual EMS
Step 4 – complete event info
Enter the event nameEnter the event typeLeave Department as VTC-Institutional Support.Find your name from the list under 1stContact. If you want someone else to be the contact use their name, or put in temporary contact and type in the name, phone and e-mail.In the box under “Event Description for Calendar” type in a description if you want anything to display on the web events calendar.Click the green “Create Reservation” button on the bottom right.
Using Virtual EMS
Changes to a reservation
If you want to change your reservation before it has been approved, log back in, and go to My Events in the upper left of the screen.Click on your booking, then click on the penciliconChange your parameters, then click on UpdateBooking ORUnder My Events click on “Booking Tools”Choose what you want to change and make adjustmentsIf you want to cancel a reservation, log back in and go to My Events in the upper left of the screenClick on your booking, then click oncancel BookingsSelect the booking you want to cancelClick on the blue “Cancel selected Bookings” buttonIf a reservation has been denied, it will not appear in your list
Using Virtual EMS
Confirmation of request
If there are any questions about your request, you will be contacted directly.If there is a problem or conflict, your request will be denied and you will receive a e-mail confirmation from Mary Jeanne Taylor listing the event as (Denied)If there are no issues, your request will be approved and you will receive an e-mail confirmation from Mary Jeanne Taylor.Questions about using the EMSWebAppshould be directed to Hilary Linehanhlinehan@vtc.eduor x71794.
Using Virtual EMS

0

Embed

Share

Upload

Make amazing presentation for free
_-Booking your space with Virtual EMS