Pioneer Event Management System User Manual Reservations and Event Services 262.524.7353 events@carrollu.edu 1
Contents Request an Account 3 Logging In 5 Browse Events 6 Browse for Space (Available Rooms) 8 Request a Meeting/Event 10 Request Changes to a Meeting/Event 18 Add a Booking to a Meeting/Event 22 Appendix A: Frequently Asked Questions 23 Appendix B: Request Forms 24 2
Request an Account Thank you for using the Pioneer Event Management System to request your meeting/event! Go to https://ems.carrollu.edu/virtualems In order to access the request forms, you ll first need to request an account by clicking the Request an Account link on the main page, or by accessing the link from the My Account tab at the top left of the page. 3
Fill out the information on the form use your Carroll email and password. Requests with email addresses not affiliated with Carroll University will be denied. You may enter multiple departments/organizations and cost center numbers, should that apply. Select Save. Your request will be processed within two business days. Until your account is processed, you will not be able to access the system. 4
Logging In After your account has been approved, you ll be able to log-into the system. Go to https://ems.carrollu.edu/virtualems Click Login from the home screen, or through the My Account tab. Enter your Carroll username and password. From here, you ll be able to browse for both events and available space, request meeting and event space, as well as manage your reservations. 5
Browse Events From the home screen, select the Browse Tab. Select Browse Events The current date will automatically load. There are several options to view events in a list form, or calendar form. Use the tabs at the top to choose the view you prefer. You can also sort events by date, location or customer, using the tables below the date heading. You can also filter events using the filter button (circled) in the upper right hand corner. 6
After opening the filter, you can select a new start date, as well as a particular facility, room, etc. You can also save filter selections to be used again in the future. Click apply, and your filtered list/calendar will load: *If you d like to print this list, right click on any whitespace on the screen, and select print. 7
Browse for Space (Available Rooms) From the home screen, select the Browse Tab. Select Browse for Space. The current date will automatically load. BE ADVISED: only rooms that are able to be requested will show up in this view. You may use the arrows to move ahead or back one day, or twelve hours at a time. You may also use the Filter link (circled) to select a future date, or filter down to a specific facility. 8
Once you ve opened the filter, you may select a new date, and/or filter to a specific facility (building/area). You may save your selected filter for future use if you d like. Click apply, and your filtered view will load: 9
Request a Meeting/Event To request a meeting/event, select one of the three forms on the home page, or click the Reservations tab to select the form you need 1. 1 A list of each form, and the intended purpose, may be found in Appendix B. 10
For the example below, we will use the Event Request Form. Once you ve selected your form, fill out the following details in the column on the left: Date Start Time End Time You can use the Facilities drop down to select a particular building/area if you choose. Enter your estimated attendance. You may also use the availability filters to select a particular room type, and/or a list of features to find your ideal room. Once you ve entered in your event information, click Find Space at the bottom of the left-hand column. A list of rooms matching your criteria will appear: 11
You may use the green + symbols to select one or more rooms for your event. 12
Once you ve selected your room(s), you may either click the details tab, or check the box indicating you have read and agree to the terms and conditions, then click continue. 13
At this point, you may enter your event name, and event type. Select the applicable customer (department/organization), and select either your name, or the event contact if you are submitting this request on someone else s behalf. Once you select the 1 st and 2 nd contact (if needed), that person s information will auto-populate, as will the cost center number for that department: 14
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You may attach a file (event program, flier, room diagram, etc.), and add an event description if you wish. Answer the questions listed on the form. Those marked with an asterisk* are required. To select resources/equipment, click on the + symbols next to the applicable categories. Check the box and enter the number of items you d like to reserve. You may enter any special instructions regarding set-up and placement for the requested items. 16
Once you have selected your equipment, you may add any additional set-up notes you d like. Check the box indicating you have read and agree to the terms and conditions (if you haven t done so previously), and click Submit. You will see the message below indicating your request was submitted. You will also receive an email confirming your request. 17
Request Changes to a Meeting/Event If you need to request any changes to your meeting/event, click on the Reservations tab, then select View My Requests. A list of all future reservations will load. You may select from this list to make any edits/changes. You may also select the Historical tab to view previous events, or check the Show Cancelled box to view cancelled events. 18
There are several ways in which to make edits to your reservation. If you need to change basic reservation details (name, cost center, contact information), select Edit Reservation and make the applicable changes. 19
If you want to edit the date or time of a booking, you may select Booking Tools. Using the drop-downs, you may select the option you need to change the date and/or time. Click the check box(es) next to the booking(s) in which to apply the change(s). Then click Save. If you want to update services (add/remove/change resources), you ll do so by clicking the green + signs under the Services column: 20
Using the green + signs to add items, or the red x signs to cancel items, you can make any necessary changes. To edit the number of items, click on the pencil icon, end enter the new number of resources you need. If you need to add an additional category that wasn t previously requested, you ll need to click one of the available hyperlinks under Available Services first, before you can add additional items: 21
Add a Booking to a Meeting/Event If you d like to add a booking to your current reservation, navigate to that reservation, and select Add Booking. From there, you ll select the day, time and recurrence pattern (if applicable) in the same fashion you did previously. Click Submit once you have chosen your room(s). 22
Appendix A: Frequently Asked Questions Q. I have submitted my request, and now I need to make a change (update the time, cancel the event, etc.) how can I do this? A. Once you have submitted a request, you will be able to view your event, and make changes up to two business days before the event. After that timeframe, you will need to contact the Office of Reservations and Event Services (events@carrollu.edu; 262-524-7353). Q. I am trying to request a space, but I am getting the message First available booking date violation. How can I request my event? A. Each request form has different time windows built in to not allow requests within 2-5 business days, due to approval times and/or scheduling concerns. Contact the Reservations and Event Services office by phone or email, and we will be happy to schedule your event, if the space is available. Q. I am trying to find a room, but the room I want is not coming up, what do I do? A. EMS is set up to only show rooms that are available to request. Most likely, the room you re looking for is unable to be requested, either through the form you ve selected, or at all. For instance, you can only request meeting room locations through the Meeting Room Request Form. The Stackner Ballroom would not be available through the Meeting Room Request Form, and would need to be requested via the Event Request Form. 23
Appendix B: Request Forms Animal Event Request Form: According to the Facility Reservation and Use Policy, animals (with the exception of service animals) are not allowed in University facilities. This form is to be used by student organizations and departments who wish to have a temporary exemption to the policy in order to have animals present during their event, for both indoor and outdoor locations. Events involving animals are limited to outdoor locations, and a few indoor locations (Campus Center lobby and landing, and the New Hall Oak Room. The Library lobby and classroom areas are for Library sponsored events only). A custodial cleaning fee will be assessed, and groups are required to provide tarps and/or other floor coverings for indoor locations where animals will be present. Campus Center Lobby Table Request Form: This form is to be used by student organizations and departments who wish to reserve a lobby table in the Campus Center. Campus Center Poster/Table Tent Request Form: This form is to be used by student organizations and departments who wish to reserve advertising space in the Campus Center. This includes the table tent locations in the Main Dining Room and Pioneer Indoor Terrace, the poster spaces/bulletin strips inside the Campus Center Lobby, as well as the banner locations on the west exterior wall of the Campus Center. Equipment Check-out Form: This form is to be used by student organizations and departments who wish to check out equipment that is needed outside of a reserveable space, or for University purposes that are not tied to a specific meeting/event. Equipment must remain on campus. Event Request Form: This form is intended for large events where additional resources (tables, chairs), room (re)arrangements, AV/Event Staffing and/or catering will be required in locations such as the Campus Center Stackner Ballroom, Center for Graduate Studies LL14, etc. Meeting Room Request Form: This form is intended for one-time and/or recurring meetings that require use of a meeting/conference room/classroom in the standard arrangement, with little to no changes or additional resources/staffing required. Outdoor Event Request Form: 24
This form is intended for any events taking place in outdoor locations (such as parking lots, lawn spaces, etc.), with the exception of outdoor athletics locations. Sneeden House Overnight Guest Request Form: This form is intended for student organizations and departments who wish to house a guest overnight in Sneeden House. This form is not to be used for meetings/events taking place within the home. Instead, use either the Meeting Room Request Form, or the Event Request Form. 25