event management system (ems) - haverford college · event management system (ems) virtual ems. ems...
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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/spaceso Reservations ‐ forms to submit bookings and/or
view reservationso My account ‐manage account settingso Helpo 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 dateso Start / End Time ‐ time of the actual event Additional setup and breakdown times will be added
by Support Serviceso Facilities ‐ organized by campus buildings or outdoor
spaceso Attendance ‐ approximate number of people attending
evento 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 Event Nameo Event Type: type of event for reporting purposes
● Group Detailso Group: Department supporting event
o Students should select name or club
o Phone/Alt. Phone: contact number during evento 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 publicityo 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 reservationo 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 pageo 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 reservationo Includes room and support service approval
Edit Event
● 7 or more days prior to evento 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 hc‐events@haverford.eduo #610‐896‐4923 (x4923)o Office located in Campus Center, Office 007
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