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Welcome to VEMS

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This Guide will explain how to

Log in……………………………………………………………………………………………………… 3-4

Change your password……………………………………………………………………………. 5-6

Request a room………………………………………………………………………………………. 7-18

List of rooms included in each template…………………………………………… 8-11

Single occurrence VS. Recurring…………………………………………………………. 12

With Services……………………………………………………………………………………..13

Reservation Details…………………………………………………………………………….. 13-15

Reservation Request Submitted…………………………………………………………. 18

View, edit, and cancel reservations…………………………………………………………. 19-21

To view your reservations………………………………………………………………….. 19

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HOW TO LOG IN

1. Navigate web browser to: https://reserve.rochester.edu

2. Type user email

- The email written on the

submitted VEMS Contact form

3. Type password

- First time user: Password will be sent viaCCC

- Contact Gene Vogler to reset yourpassword

4. Click “Sign In”

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1. The reservation

templates you can

use to request a room

6. Any bookings you have the day you log in

4. The ability to

search for

upcoming

bookings or see

them in a

monthly view.

2. The ability to request a

reservation

3. The ability

to manage

your account

settings

5. The ability to browse

for available space

After logging in, you will be directed to the VEMS home page. The following are available

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1. Click your name or the icon of a person.-A drop down menu will appear

2. Click “My Account”

HOW TO CHANGE YOUR PASSWORD

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5. Click “Save Changes” at the bottom of the page.

4. Enter your preferred password information.

3. Type current password

6. Clicking “Home” returns you to the VEMS home page

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HOW TO REQUEST ROOM RESERVATIONS

Template explanations can be found below and online by clicking “About”

Event - 30 day: This template contains Event Locations and reservation requests must be submitted 30 days prior to the

desired reservation date.

Request a Room without services - 3 Day: This template contains conference rooms and classrooms. Reservation Requests

must be submitted 3 days prior to the desired reservation date. Requests made using this template will not receive services

from Event Support.

Supported Reservations - 8 Day: This template contains all rooms (conference, classrooms, dance studios, Douglass

Community Kitchen) except for select Event Locations. Reservations requests must be submitted 8 days prior to desired

reservation date.

Reservations can be requested 2 ways

1. Click “Create a Reservation” 2. Click “Book Now” in

the appropriate template line

**Please go to the next page for a list of which rooms are included in each template

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Rooms in Templates X = included in the template

O = not included in the template

Room name Request a Room without services -

3 Day Supported Reservations -

8 Day Event - 30 day

B&L 106 x x x

B&L 109 x x x

B&L 269 x x x

B&L 270 x x x

B&L 315 x x x

CSB 209 x x x

DCC Ballroom o o x

DCC 301B - Green Room x x x

DCC 302 x x x

DCC 307 x x x

DCC 308 x x x

DCC 312 - Meditation Room x x x

DCC 401 x x x

DCC 403 x x x

DCC 404 x x x

DCC 406 - Community Kitchen o x x

DCC 407 - Community Room x x x

DCC 420 x x x

Dewey 1101 x x x

Dewey 2110D x x x

Dewey 2110E x x x

Dewey 2162 x x x

Dewey 4162 x x x

Gavett 202 x x x

Gavett 206 x x x

Gavett 208 x x x

Gavett 244 x x x

Gavett 301 x x x

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Rooms in Templates X = included in the template

O = not included in the template

Room name Request a Room without services -

3 Day Supported Reservations -

8 Day Event - 30 day

Gavett 310 x x x

Gavett 312 x x x

Genesee 308 x x x

Genesee 309 x x x

Genesee 321 x x x

Genesee 323 x x x

Genesee 325 x x x

Grgen 100 - Munnerlyn Atrium o x x

Grgen 101 - Sloan Auditorium x x x

Grgen 102 x x x

Grgen 108 x x x

Grgen 109 x x x

Grgen 110 x x x

Hark 114 x x x

Hark 115 x x x

Hark 210 x x x

Hoyt Auditorium x x x

Hutch 138 x x x

Hutch 140 - Lander Auditorium x x x

Hutch 141 - Hubbell Auditorium x x x

Hutch 150 - Green Lounge x x x

Hutch 473 x x x

Hylan 101 x x x

Hylan 102 x x x

Hylan 105 x x x

Hylan 201 x x x

Hylan 202 x x x

Hylan 203 x x x

Hylan 206 x x x

Hylan 303 x x x

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Rooms in Templates X = included in the template

O = not included in the template

Room name Request a Room without services -

3 Day Supported Reservations -

8 Day Event - 30 day

Hylan 305 x x x

Hylan 306 x x x

Hylan 307 x x x

Latt 201 x x x

Latt 210 x x x

Latt 413 x x x

Latt 431 x x x

Mel 203 x x x

Mel 205 x x x

Mel 206 x x x

Mel 209 x x x

Mel 210 x x x

Mel 218 x x x

Mel 219 x x x

Mel 221 x x x

Mel 224 x x x

Morey 205 x x x

Morey 321 x x x

Morey 350 - Rettner Gallery o x x

Morey 501 x x x

Morey 502 x x x

Morey 504 x x x

Morey 525 x x x

O'Brien 104 - Music Room x x x

O'Brien 105 - Dance Studio x x x

O'Brien 111 x x x

O'Brien Jackson Fireplace o x x

Rett 100 - Atrium x x x

Rett 307 - Multipurpose Learning Center

x x x

Rett 308 - Play Area (Tree House) x x x

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Rooms in Templates X = included in the template

O = not included in the template

Room name Request a Room without services -

3 Day Supported Reservations -

8 Day Event - 30 day

RRLIB G108 x x x

Spurr Dance o x x

Spurr Den x x x

Spurr Gym x x x

Spurr Music x x x

The Grove x x x

Todd 202 x x x

Lower Strong x x x

Upper Strong o o x

WC - 104 x x x

WC - 121 x x x

WC - 122 x x x

WC - 407 x x x

WC - 503 x x x

WC - 504 x x x

WC - 507 x x x

WC - Bridge x x x

WC - Dandln Square o x x

WC - Front Porch o x x

WC - Gowen x x x

WC - Havens x x x

WC - Hirst Seating o x x

WC - May Room o x x

WC - Ruth Merril x x x

WC - Stackel x x x

WC- Graham Smith Plaza o x x

Wegmans 1005 x x x

Wegmans 1009 x x x

Wegmans 1400 x x x

Wilmt 116 x x x

Wilson Quad o x x

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3. Input the following criteria

Date (dependent on the template)

Start and End time of event

Time Zone (this will always be Eastern)

Desired location

6. Location can be searched for 3 ways:

- Click “Add/Remove”

- Click “Let me search for a room”

- Click “I know what room I want”

4. Click for single meeting

- Click for a recurring meeting

5. The following pop-up window will

appear.

- Input recurring date data

- Click “Apply Recurrence”

LOCATION NOTE:

If you do not know the name of the

room or building, but do know the TYPE

of room, use “Let me search for a room”

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6. List of available rooms will populate here

7. Select a room by clicking the icon

8. Once you have selected your room, a pop-up window will appear.

Input the number of attendees and click “Add Room”

9. After selecting the desired location, click “Next Step”

NOTE: The green bar to the right illustrates how well each room meets the search parameters you set. You can also see a grid view clicking on Schedule.

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TO SELECT SERVICES FOR A MEETING OR EVENT

NOTE:

If you are using “WC—Major Event” or “WC—

Supported Reservations” templates, you will be

directed to this webpage.

-Services cannot be added during the Room Reservation Request process. Please contact your organization’s advisor if your event requires services.

1. Click “Next

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1. Input name of the event

2. Choose event type from

the drop down menu

3. confirm “Client” is the name of your organization

4. Choose contact from drop-down menu

5. Include any information or description about

event for Reservation Coordinator

6. Check the checkbox to confirm you

read the terms and agreements7. Click “Create Reservation”

Reservation Details

For room reservation request without services

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Reservation Details

For room reservation request with services

3.

1. Input name of the event2. Choose event type from

the drop down menu

4. Choose contact from drop-down menu

5. Complete the following questions

If the reservation request includes

the Kitchen, select “Yes, this request

includes the Community Kitchen”.

Go to next page for instructions

7. Click “Create Reservation”

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Reservation Details—Community Kitchen Questions

If your reservation request

includes the Douglass

Community Kitchen, the

following questions will appear

Indicate if there will be food in

the Kitchen

1. “Yes, we will be cooking/

baking” - your organization

plans to use the stove and/or

oven to prepare food from

scratch

2. “Yes, we will be heating/

warming pre-made food” -

your organization will NOT be

using the stove to cook, but

will be using the oven and/or

microwave to heat pre-made/

pre-prepared food

3. “Yes, we will be serving pre-

made food” - your

organization will NOT be using

the stove, oven or microwave.

Your organization will ONLY

be using the kitchen as a

space to serve pre-made/pre-

prepared or catered food.

4. “No, we will not bring food

into the Kitchen” - your

organization does not plan

bring food into the kitchen.

5. “Other” - If this is chosen,

please type the way in which

your organization plans to

handle food in the Kitchen.

Complete the following

questions.

NOTE

The Primary Contact is not

always an Approved Kitchen

User. Please contact Ken

Beck to inquire about

Kitchen trainings.

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3. You have to option to add the

tentative reservation to your calendar. A

reservation is not confirmed until you

receive a confirmation email

4. Clicking “Home” returns you to the VEMS home page

1. A pop-up will appear to

confirmed the request has been

submitted.

2. Click “OK”

NOTE:

A submitted room reservation request

through VEMS does not indicate a confirmed

room reservation request.

The Reservation Coordinator will send the

listed contact a confirmation or cancellation

email when the submitted room reservation

request has been processed.

Reservations request submitted

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TO VIEW YOUR RESERVATIONS

1. Click “My Events”

2. Reservations will appear here

3. Click to include cancelled reservations

4. Status will be listed here.

WC—Web Self-Service: Submitted request; will not

receive services

WC—Web Service: Submitted request; has the option

for services

WC—Confirmed Self-Service: Confirmed reservation;

no services available

WC—Confirmed: Confirmed reservation; has option for

services

WC—Denied: Reservation request was denied, there is

possibility to resubmit by editing the location, time or

date

5. Toggle between “Current” and “Past” view

6. Toggle between “Reservations” and “Bookings” view

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1. Click name of

reservation to edit or

cancel reservation

TO EDIT YOUR RESERVATIONS

2. Click to edit reservation information

- Event Name

- Event Type

- Client Information

- Contact Information

3. Click to open a new web page for you to edit

-Date

-Location

-Time

This can be done for all WC status. This

CANNOT be done when a reservation has a

status of “Cancelled”

4. Click to add additional bookings

NOTE:

Editing a RESERVATION (step 2) changes or

cancels all booking in a recurring set.

To edit ONE SPECIFIC BOOKING, please go to

step 3

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NOTE:

Cancelling a RESERVATION (step 1) changes

or cancels all booking in a recurring set.

To cancel ONE SPECIFIC BOOKING, please go

to step 2

1. Click to Cancel reservation

2. Click to cancel specific booking

TO CANCEL YOUR RESERVATION

5. Confirm booking or reservation cancellation

3. A pop-up will appear, select the reason for cancelling from the drop-down menu

4. Input any notes

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