event management system (ems) - haverford college · event management system (ems) virtual ems. ems...

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