Event Management System (EMS) Virtual EMS

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1 Event Management System (EMS) Virtual EMS

2 EMS Implementation Project Maintain a centralized and transparent calendar for all campus spaces and users Web based, self service, space, and support service requests (Virtual EMS) Integration with Master Calendar and Haverford website for event publicity Centralized and consistent communication

3 Website landing page for everything EMS related at Haverford Portal to Virtual EMS (to make reservation) and support documentation

4 Submitting a Reservation Navigate to Virtual EMS button Students, Faculty, & Staff

5 Submitting a Reservation Login using Haverford user ID and password

6 Submitting a Reservation Menu Options: o Browse view events and rooms/spaces o Reservations forms to submit bookings and/or view reservations o My account manage account settings o Help o Logout

7 Submitting a Reservation Select appropriate form under Reservation menu

8 Submitting a Reservation Complete When and Where details to search for available spaces: o Date date of request Reoccurrence select this option for events with multiple dates o Start / End Time time of the actual event Additional setup and breakdown times will be added by Support Services o Facilities organized by campus buildings or outdoor spaces o Attendance approximate number of people attending event o Setup Type room configuration (see diagram) o Availability Filters optional search for a room specific features

9 Submitting a Reservation Select Find Space

10 Submitting a Reservation Select green + next to room(s) you would like to select Select Continue button at bottom of page or Details tab

11 Submitting a Reservation Complete information about event Event Details: o o Event Name Event Type: type of event for reporting purposes Group Details o o o Group: Department supporting event o Students should select name or club Phone/Alt. Phone: contact number during event contact for event and confirmation Attachments: diagrams, additional event information

12 Submitting a Reservation (on behalf of another department) Select the magnify glass next to the Groups field Search for the department you would like to add Select green + Select Done New department now appears in your group drop down menu. Contacts for that department will display under first contact.

13 Submitting a Reservation Calendar Visibility (Other Information) o Linked with Haverford site calendar for publicity o Visibility Options: Haverford Faculty/Staff/Students only: requires Haverford login General Public: visible to anyone visiting website No one: not shown on calendar

14 Submitting a Request Support Service Requests o Available based on location of reservation o Only requestable 7 or more days prior to event Within 7 days please contact Conferences & Events Support Services Housekeeping AV Catering Electrical Grounds Arboretum Stage Campus Safety

15 Submitting a Request Department account number for reporting purposes Select Submit

16 Request Submitted Review summary page o Log back in 7 or more days prior to event to make changes

17 Event Request Summary Sent after submitting a booking (has not be reviewed)

18 Confirmation Sent with 48 hours of submitting reservation o Includes room and support service approval

19 Edit Event 7 or more days prior to event o Reservations > View My Requests

20 Event Publicity If you select Haverford Faculty/Staff/Students or General Public for calendar viewing event will immediately appear on appropriate calendar with event title, contact name, and . Communications will send an 48 hours after reservation confirmation with a link to enter publicity details (description, image, etc ) All events will receive publicity

21 Feedback Reservations questions and support service requests: o Conferences & Events o o hc # (x4923) o Office located in Campus Center, Office 007

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