Logging into the system ................................................................ 2
Using the browse menu ................................................................ 2
Making a new reservation ............................................................. 3
To add services to your bookings .................................................. 7
To edit a reservation .....................................................................11
To edit a booking ..........................................................................11
To add a booking to an existing reservation .................................12
To cancel a booking(s) ..................................................................13
Editing other information .............................................................14
Additional Booking Tools ..............................................................14
Viewing your reservations at a later time .....................................16
Appendix A: Faculty Requests .......................................................17
Appendix B: Student Requests ......................................................17
Appendix C: Standard Set-up/Tear Down Times ...........................18
Appendix D: Service Lead Times ...................................................18
Appendix E: Common Room Number Questions ..........................19
Appendix F: Entering Department Hours ......................................20
Appendix G: Sample Confirmation ................................................21
Logging into the system:
1. Type in https://scheduling.emp.alverno.edu/VirtualEMS/
2. Hover over My Account and click Log In
3. Follow the directions on your screen.
4. The homepage of EMS gives general
directions on how to browse in the system
and guidelines to keep in mind when
reserving rooms on campus. Further
deadlines and parameters are given
when you make a reservation.
Using the browse menu:
1. There are five different ways you may browse in EMS:
a. Department Hours – will give you an overview of open hours for each department.
b. Browse Events – offers daily list, weekly list, monthly list, weekly calendar and monthly
calendar view options.
i. List Views – can be sorted by date, location or groups.
ii. Calendar Views – will display reservations in chronological time order. The calendar view
only shows up to 100 events per day. You may need to view reservations in a list to see all
reservations.
c. Browse Facilities – displays all rooms within the system. The front page shows the room
number, set-up types available and capacities. Clicking on a specific room will give you room
details, set-up types, features in the space and availability.
d. Browse Space – this view shows current reservations within the system per room. Hovering
over a reservation will give you further details (full event title, person who requested the space,
actual start/end times, etc.
e. Locate Group – will give you a search feature. Only a partial group name is needed. For
example: typing in Event will give you Event & Space Coordination. Click on the name to view
any bookings that may be occurring. Caution - the search is only available for the current day.
2. Each browse options offers a filter feature where you can narrow
down to a specific date, location, room type, event type, event name
or group.
2
Making a new reservation:
1. From the Home page hover over Reservations. You will see a variety of entry options.
Note: Each request selection has specific rooms assigned to it. You may need to submit several
different requests to cover a multitude of areas for large events. A variety of requests are used
to insure departments get all of the information they need when a reservation is made and
users are aware of parameters for each area. We suggest reading the text on the information
tab carefully.
2. Select a request you need to fill out from the selection. Examples in these directions will show the
General Room Request; however the most of the fields are similar on each request.
3. Fill out the fields on the left. Each field with an * is required to submit a request.
a. Select the date by using the calendar button or clicking the
recurrence button.
b. Enter the actual start time and end times for your event.
Set-up and tear-down times will automatically be generated
by the system and may be adjusted by space approvers, if
necessary.
i. Start and end times are dependent on the current time.
For example in the General Room Request if it is currently
10:00am and you request a date exactly 3 days in
advance at 7:00am the system will respond with “no
room available”. The 72 hour notice must take into
account the current time.
ii. Availability is also dependent on building hours. If you
request a space at 4:00am or after Midnight you will get an “no rooms available” message.
In general, building hours are 6:00am-Midnight.
3
c. Select a Facility (a.k.a. building) or (all) for the maximum selection of rooms.
d. Enter an approximate Attendance. Your room options will be configured according to available
rooms that accommodate this number of people. A higher number equals fewer options. If
you are unsure what the attendance will be, make an educated guess. You will be able to alter
the attendance in the future.
e. Select a Set-up Type. Choosing As Is will get you the most results.
f. You also have the option of selecting Availability Filters (i.e. Room Type and Features).
i.
Use these with caution as you will greatly narrow your availability options.
ii.
All features are not in all spaces, yet you will see a complete list. For example if you create
a filter for Alexia Hall and then select fireplace as a feature you will not get any results.
4. Click the blue Find Space button.
5.
Under the Location Tab, a list of
available rooms will show up that
meet your criteria.
a. If you get unexpected results,
revisit reservation fields or
Browse for Space.
b. Note that you may need to use
the inner scroll bar to view all of
availability results.
6. Hit the button next to the room(s) of your choice. When selecting a space be aware that there
are some combination rooms that will automatically block off other areas.
Main Room
FO 161
FO 156
RC 102
PT 110
FH 100
FO 108
FO 250
FO 315
FO 460
Rooms Included
La Verna Commons (FO 161A), the stage (FO 161G) and the Loft (FO 168). The
back half of the La Verna Commons and lobby need to be added separately.
Entire La Verna Commons Lobby. Selecting this room will block all other table
requests.
Bucyrus Conference Center (RC 102 A-D) and the Rotunda (RC 100)
Main floor, stage, balcony and lobby of Pitman Theatre
Entire Field House building
Men’s dressing room (FO 108A) and Women’s dressing room (FO 108B)
Chapel main floor, balcony, lobby and meditation room.
Observation Rooms FO 315A and FO 315B
Kellogg A meeting room and lobby
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7. Once you select the room(s) it will show up in the Selected Locations at the top of the screen. If
you select a room and want to immediately remove it click the button.
8. Before entering Details or hitting the continue button, read the terms and conditions and click the
agree box. You may also complete this action in the next step (bottom of the screen). You will only
need to accept the terms and conditions once for each reservation before hitting submit.
9. Click the Continue button at the bottom of
the screen or on the Details Tab at the top to
fill in information about the event. Each field
with an * is required to submit a request.
a. Event Name – This title will be viewed by
anyone who browses the system.
Remember to spell out acronyms and use
the title that will be published to
attendees.
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b. Event Type – Choose the most appropriate type that matches your event. If you do not see a
comparable match, select Other.
c. Select your Group. Groups have been established according to network users in departments,
student organizations and individual students.
i. Student organizations – select your group’s name.
ii. Employees - A department may automatically populate in this field. If you do not see
results, choose a department from the dropdown menu.
iii. Students (includes enrolled employees) - select your name. Employees enrolled in classes
will have the option to select their name (indicating the reservation is related to your class
work) or as a department.
d. 1st Contact Person - If the field is not automatically filled in, select the appropriate person from
the dropdown menu. The phone and email address, on file, will auto default. The 1st Contact
person is the main person in charge of responding to questions about the event.
e. Attaching a file (i.e., agenda, set-up notes, room diagram) is optional if you see it on a request.
f. Other Information
i. Questions are designed so service departments can best meet your needs.
ii. Some questions are required others are optional. You will have the opportunity to change
responses.
iii. Calendar Viewing Preference is a required field on the majority of requests. This will help
filter what is shown on the alverno.edu website and in EMS browse options. Use “Private –
details will not be published.” with caution. This option is only for event titles that should
not be broadcast to anyone (i.e., discipline hearings).
g. Department account numbers will auto default. If you do not see a department number, e-mail
scheduling@alverno.edu.
10. Click Submit. If everything is filled out correctly you will receive the message below. Click the X in
the top right corner of the pop up screen to close it and view your request.
6
Warning – this does not mean the reservation is confirmed! Your request has now been
submitted to a space approvers. You will receive an e-mail confirmation once the space is
approved. Exception: If you have filled out the Quick Meeting Room Reservation, you will get a
slightly different message as your room is already approved!
A Reservation Details screen will appear where you can edit your reservation now or at a later time
(pending deadlines – Appendix D: Service Lead Times.)
See directions on page 16 for editing a reservation at a later date.
To add services to your bookings:
Please note that service requests will be reviewed by the appropriate department(s) and may require
follow-up before a confirmation is sent.
1. On the Reservation Details screen click on the
icon under the Services column.
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2. A list of services linked to that space will appear. Click
on the service (blue text) you would like to add.
Caution: If the service does not appear, in blue text, you
will see No Resources are Available (a.k.a. this is not a
standard service in this space), Service Request Violates
Date Restriction (a.k.a. the deadline has not been met)
or Booking Violates Category Date Restriction. If you
need to add a service, that is not available, contact the
department directly. Refer to Appendix D for Service
Lead Times.
3. A category menu will appear. Select a start/end time and service type.
Note: Catering menu orders do not have a
default service type. An error message will
appear if a service type is not selected.
4. Click the plus sign next to the category you want
to view.
8
5. Next, check item boxes, type in quantities, make selections and add any special instructions
(see Catering Menu example below.)
6. Click Save.
7. If you have multiple bookings, the next screen will ask if you want to apply this to all bookings
or not.
a. If yes, click the box in front of the booking(s) you would like to adjust and hit Save.
b. If no, click Do not apply to additional bookings.
8. Once it is processed successfully, items will now appear under existing services.
9
9. In the next screen:
a. To add additional items in a category click the green plus sign at the category level.
b. To edit a service click on the pencil icon next to the item or category level.
c. To delete a service, click the red box next to the item or the entire category level.
10. To add different services to other bookings in the same reservation click on Back to Reservation
Details and repeat steps 1-9.
10
11. To view all services for one reservation, go back to the Reservations Details screen and click the
magnifier glass icons by each booking.
To edit a reservation:
1. In the Reservation Details screen, click Edit Reservation if you need to change the Event Name,
Event Type, Group Details or Billing Information. Modify the information and click Save.
To edit a booking:
1. Click on the small paper/pencil icon
Location.
to change the Event Date, Event Type, Date, Time or
11
2. On the edit booking screen (see below), fill out the fields as if you are making a new reservation
and click Find Space. Select the icon next to the spaces you want to select and hit Update
Booking.
3. If the addition is successful, you will see a pop up window stating this fact.
Warning – this does not mean the reservation is confirmed! An updated confirmation e-mail
will be sent for this booking once it has been reviewed. See Appendix G for an example
confirmation.
Caution – if services are attached to the originial request items will be transferred to the new
time/date if they are available. You will get a message alerting you when they are not available.
To add a booking to an existing reservation:
1. Click on Add Booking and repeat steps 3-9 listed on page 2 for “Making a New Reservation”.
12
2. Click Submit.
a. If your request is not successful you will get a “No rooms available” message. Repeat the
submission or Browse for Space to problem solve finding a space.
b. If your request is successful, you will get a pop-up screen informing you that the request has
been submitted successful. Click Ok and you will see the Reservation Details screen with
the additional booking.
Warning – this does not mean the reservation is confirmed! An updated confirmation email will be sent for this booking once it has been reviewed. See Appendix G for a sample
confirmation.
To cancel a booking(s):
1. There are three ways to cancel bookings from the Reservations Details screen:
a. Click on the
next to the individual booking you would like to cancel.
b. Click on Cancel Bookings. On the next screen, check the box in front of the booking you
would like to cancel and click the Cancel Bookings button.
13
c. Click Cancel All Bookings
In all three cases, you will need to fill out the pop up box and click the Cancel Bookings button.
Editing other information:
Each request has tailored questions to help us process your request (i.e., do you need electrical outlets
in the La Verna Commons, how many computers do you need, etc.) To edit this information:
1. Click on Edit Additional Information.
2. In the next pop up screen, edit your responses and click Save.
Additional Booking Tools:
You have the option to change the date and time of a booking quickly by selecting Booking Tools under
Reservation Details.
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1. On the next screen, select options from the drop down menu(s)
a. If selecting a different date you will need to choose a date from the calendar icon or type in
the number of days (before or after).
b. If you choose to change the time you will either need to enter hours or specific times.
2. Click the box in front of the reservation(s) you are changing.
3. Click Save.
4. If successful, you will see the status in the following screen. Click the Finished button.
5. If there is a conflict it will appear in red (see example below). Click Finished then Browse for
Space and/or repeat steps 1-4.
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Warning –the reservation is not confirmed! An updated confirmation e-mail will be sent for
this booking once it has been reviewed. See Appendix G for an example confirmation.
Viewing your reservations at a later time:
1. After you Log In hover over Reservations and click on View My Requests. The following screen will
appear showing you your current reservations.
2. Click on the name of the event you would like to view, modify, change, or delete bookings.
3. Once you click on the name of the event, the Reservation Details screen will appear.
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Appendix A:
Type of Request
Course breakout
room
AV/Technology for
the classroom
Reservation Request
FACULTY – Course
Breakout Room
Request
Classroom
AV/Technology
Equipment
Meeting
AV/Technology for a
breakout room or
meeting
Small group study
rooms for students
Poster Session Space
General Room Request
None
Quick meeting room
Quick Meeting Room
Reservation
Student Study Room
Request
General Room Request
Notes
This applies to any classroom needed beyond what is
listed in the course offerings on IOL.
This is considered a service order only and will not be
tied to a classroom listed in IOL. A location must be
typed in. Specific items may be added after the main
reservation information is entered by selecting the
green plus arrow.
AV/Technology items may be added to a new or
existing reservation (see options above).
You may also request the La Verna Commons Lobby
tables but using the Table Request – La Verna
Commons Lobby request.
These rooms are reserved and confirmed immediately
after hitting Submit. No services are available using
this request.
Appendix B: Student Requests
Type of Request
Meeting or event space for a
Student Organization
Reservation Request
STUDENT – Org/Group Room
Request
Collection Drive Request
Table Request - La Verna
Commons Lobby
Tables for promoting a group Table Request – La Verna
or class project
Commons Lobby
Small group study rooms for None
students
Notes
Requests will be reviewed by the
Student Activities and Leadership.
Advisor approval is not needed to
submit a request.
Collection Drive
Tables for fundraisers
Music Practice Room
Music Technology Room
(AL 143)
Music Practice Room
Reservation
Music Technology Room
Request
Small group study rooms may only be
reserved periodically by instructors.
Please talk to your faculty member if
you would like to reserve a room for
small group work.
Music students may reserve small
rooms to practice in.
Music students enrolled in certain
classes may request the use of AL 143
using this request.
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Appendix C: Standard Set-up/Tear Down Times
Room
Art Gallery
Chapel
Classrooms
Collection Bins
Commons Lobby Tables
Computing spaces
Conference Center
Courtyards
Elizabeth Hall Telesis Rooms
Field House
FO 108: Dressing Rooms
Hallways
La Verna Commons
Lobbies
Meeting rooms
Meeting Rooms (Special Set-ups) CL 133, FO 146, FO
146 FO 460 & AX 201
Soccer/Softball Fields
Study Group Rooms
Theatres
Theatres - Pitman Stage
Set-up
2 hours
30 min
10 min
1 hour
1 hour
10 min
4 hrs
2 hours
30 min
1 hour
30 min
30 min
4 hours
1 hour
0 min
Tear Down
2 hours
30 min
0 min
1 hour
1 hour
0 min
4 hrs
2 hours
30 min
1 hour
30 min
30 min
4 hours
1 hour
0 min
30 min
2 hours
0 min
10 min
4 hours
30 min
2 hours
0 min
0 min
4 hours
Note: Classes imported from Colleague do not include set-up or tear down times.
Appendix D: Service Lead Times
Category
Alverno Presents Equipment
Alverno Presents Labor
Catering Equipment
Catering Menu Items
Event & Space Coor. Equipment
Media Hub Audio Visual
Media Hub Labor
Room Unlock/Lock Request
Tech Services Equipment
Specific
Cut off Time
9:00 AM
No. of Days in
Advance
10
9:00 AM
15
10
10
12:00 PM
4:00 PM
12:00 PM
3
1
3
1
1
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Appendix E: Common Room Number Questions
Common Name
Alphonsa Lobby
Alumnae Hall
Art & Cultures Gallery
Chapel Atrium
Chapel Lobby
Chapel of Mary Immaculate
Choir Loft
Christopher Hall Lobby (Level 2)
Room
Code
AL Lobby
RC 102E
AX G07
FO 252
FO 250A
FO 250
FO 320
CH 202B
Conference Center
Fitness Center
Kellogg A
Kellogg B
Kellogg C
La Verna Commons
RC 102
AF 201
FO 460
FO 462
FO 464
FO 161
La Verna Commons Lobby
Lampe Recital Hall
Pitman Lobby
FO 156
AL 144
PT 100
Pitman Theatre
RC Galleria
Reiman Gymnasium
Research Center for Women and
Girls
Room of Light
Rotunda
The Loft
Wehr Hall
Wehr Hall Lobby
PT 110
RC 200
AF Gym
CL 133
FO 320A
RC 100
FO 168
CH 202
CH 202B
Notes
New space number as of 8/1 is AL 101
Check with Lynda Sommers before requesting
space.
Selecting this gives you all 4 quadrants and the
Rotunda. You can also choose to select individual
quadrants.
New room number as of 8/1 is AF 226
Broken into A & B Sections and Stage (FO 161G)
Selecting this will reserve the entire Lobby. You can
also select individual tables (156.1, 156.2 etc.)
New room number as of 8/1 is AL 100
Selecting this gives you the main floor, balcony
(PT 210) and stage (PT 120)
New room number as of 8/1 is AF 140
Included as a combo space with RC 102
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Appendix F: Entering Department Hours
1.
Choose the OFFICE USE ONLY: Submit Department Hours from the dropdown Reservations menu.
2.
Select dates (use the reoccurrence button for quick selections), start and end times. Click Find
Space.
3.
Select your department listing (Building – Room Number Department Name)
4.
Enter your contact information. Leave Event Name and Event Type as Open Hours and hit Submit.
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Appendix G: Sample Confirmation
[Department Header]
Reservation Confirmation
Group
Reservation: 1947
Wegner, Jessica C
Event/Space Coordination
Event Name: Sample Reservation
Phone: 6039
Email Address: jessica.wegner@alverno.edu
Event Type: Training
Estimated Attendance: 24
Actual Attendance: 0
Bookings / Details
Quantity
Price
Amount
Thank you for submitting a room reservation through Event and Space Coordination. Please read the details of
your confirmed reservation below. If there is an error please log onto Event Management Systems (EMS) to make
adjustments. Remember that set-up requests, catering and equipment may be added or changed in this request
within 1-2 weeks of the event by Viewing My Requests in EMS.
Thursday, April 30, 2015
8:00 AM - 10:00 AM Sample Reservation (Confirmed) FO 146 (Meeting Room)
Reserved: 7:30 AM - 10:30 AM
Open U for 24
Catering Equipment:
8:00 AM - 10:00 AM Catering Equipment Services for 24-g
Large Focal Arrangement - Buffet(0 hours @ $0.00/hr)
1
Your pick! Please call me with an estimated cost.
Catering Menu Items:
8:00 AM - 10:00 AM Delivery for 24-g
Miniature Scones (per dozen)
1
$14.95
$14.95
Strudel Bites (per dozen)
1
$7.25
$7.25
Coffee (per gallon) (serves 16)
2
$15.75
$31.50
5
$1.00
$5.00
10
$1.75
$17.50
Newsprint (Post It)
1
$13.00
$13.00
Easels
1
Assortment of cream, sugar and sweeteners provided
1 carafe of decaf coffee
Hot Tea (per unit) (serves 1)
Hot water and assorted herbal teas provided
Bottled Juice (per unit) (serves 1)
Assorted flavors
Media Hub Audio Visual:
Subtotal
$89.20
Grand Total
$89.20
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