Event Management System (EMS) Virtual EMS
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
www.haverford.edu/reserve Website landing page for everything EMS related at Haverford Portal to Virtual EMS (to make reservation) and support documentation
Submitting a Reservation Navigate to www.haverford.edu/reserve Virtual EMS button Students, Faculty, & Staff
Submitting a Reservation Login using Haverford user ID and password
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
Submitting a Reservation Select appropriate form under Reservation menu
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
Submitting a Reservation Select Find Space
Submitting a Reservation Select green + next to room(s) you would like to select Select Continue button at bottom of page or Details tab
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 Email: contact email for event and confirmation Attachments: diagrams, additional event information
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.
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
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
Submitting a Request Department account number for reporting purposes Select Submit
Request Submitted Review summary page o Log back in 7 or more days prior to event to make changes
Event Request Summary Email Sent after submitting a booking (has not be reviewed)
Confirmation Email Sent with 48 hours of submitting reservation o Includes room and support service approval
Edit Event 7 or more days prior to event o Reservations > View My Requests
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 email. Communications will send an email 48 hours after reservation confirmation with a link to enter publicity details (description, image, etc ) All events will receive publicity email
Feedback Reservations questions and support service requests: o Conferences & Events o o hc events@haverford.edu #610 896 4923 (x4923) o Office located in Campus Center, Office 007