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VEMS User`s Manual - Western Connecticut State University

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1. At any time on any page Press the Question Mark to receive information Large Screen TV concerning the section you are completing or press HELP on the top ribbon Podium Pool Tahles Find Space You enter the information to search for available rooms in the When and Where pane and you view the results of the search on the Location tab You then enter specific information on the event on the Details tab The Info Tab serves as your welcome to the reservations section and displays information based on the template you choose For this portion of the manual the Campus amp Student Centers template will be used for illustrative purposes Click Here to return to the Table of Contents 20 1 When and Where Section The parameters you enter will be used to search for an open room Required fields are marked with a red asterisk The more parameters you enter the better your search results On line help is available during most steps look for the 2 symbol v Enter the date or select the date by clicking the 444 icon v EE ET Enter the time of the event or click the clock icon Use the Sres aA Mor pero actual event start and end times not the time you would like Vv CT access to the room v lf the Recurrence meeting meets on a regular basis en click to open the Recurrence popup window Enter the all Q recurrence pattern and the range of recurrence when the ra Sel
2. EI P 8 16 2014 12 00 PM 1 00 Animation Lovers Weekly SC Student Center Web Banquet Sat PM Luncheon 2014 Request 10 xE 8 23 2014 12 00 PM 1 00 Animation Lovers Weekly SC Student Center Web Banquet l Sat PM Luncheon 201A Request 10 Powered by 25 In addition to the Reservation Details tab the Reservation Summary page has two additional tabs in the top pane of the page the Additional Information tab and the Attachments tab The Reservation Summary page also has three tabs in the bottom pane All Current and Historical of the page See e Reservation Details tab e Additional Information tab e Attachments tab e Current tab Click Here to return to the Table of Contents 27 RESERVATION DETAILS TAB The Reservation Details tab displays detailed summary information the Reservation ID the Event Name the Event Type etc for the selected reservation a listing of its bookings as well any services that were requested for the bookings The following links are displayed on the Reservation Details tab Click a link to perform that action oo fat Legs Browse PG Reservations 23 My Account Help Welcome Mickey Mouse Reservation Details Additional Information Attachments Back to My Requests Reservation Id 30523 Customer Name Animation Lovers Edit Reservation Event Name Animation Lovers Weekly ist Contact Name Walt Disney Add Booking Luncheon Fhone 203 837 9999 Cancel Services Event Type Meal Service C
3. SE he Board Room 3 x Click Here to return to the Table of Contents 15 BROWSING FOR SPACE The Browse for Space page is a read only page that s amp gt My Account displays all the rooms you can schedule an event along with the availability information for each room based on the current day s date in a grid view To open the Browse Facilities Browse separ pale Ue eee Browse for Space Space Some of the events might be marked private Browse Events Q Browse m Reservations 3 My Account EG Admin Welcome Tammy Van Boening Browse gt Wednesday December 08 2010 Mountain Time gt 12 Hours Filter Room Cap P 8 9 10 11 12 PM 1 2 3 4 5 6 Corporate Center East ET 9 10 11 12 PM 1 2 3 4 5 6 7 8 Meeting Room 301 12 Meeting Room 302 16 Video Conference Room 310 10 Corporate Center West MT 7 8 9 10 11 12 PM 1 2 3 5 6 Small Conference Room 10 Video Conference Room 201 10 Video Conference Room 202 0 Corporate Headquarters MT 7 8 9 10 11 12 PM 1 2 3 a 5 6 Board Room 18 Executive Lounge 50 Meeting Room 1 14 Meeting Room 2 12 Corporate Training Center MT 7 8 9 10 11 12 PM 1 2 3 4 5 6 101 20 102 20 103 30 104 30 Auditorium 100 Auditorium A 60 Aen B ae You can do the following on the Browse for Space page e Hover your cursor over an event entry to open the Event Details popup which displays information for the event This is the same display shown in Browse Facilities e Cli
4. To open a reservation for viewing and or editing on the Reservation Summary page click the name of the reservation See The Reservation Summary Page Click Here to return to the Table of Contents 26 THE RESERVATION SUMMARY PAGE After you submit a reservation request the Reservation Summary page opens The Reservation Summary page also opens after you select View My Requests on the Reservations menu and then select a specific reservation request for viewing In both cases the Reservation Details tab is the active tab The Reservation Details tab on the Reservation Summary page displays summary information for the selected reservation and all its bookings as well any services that were requested for the bookings half Browse E Reservations FR My Account Help Welcome Mickey Mouse Reservation Details Additional Information Attachments Back to My Requests Reservation Id 30523 Customer Name Animation Lovers Edit Reservation Event Name Animation Lovers Weekly ist Contact Name Walt Disney Add Booking Luncheon Phone 203 837 9999 Cancel Services Event Type Meal Service Cancel Bookings Cancel All Bookings Service Availability Add booking to personal calendar Booking Tools Edit Additional Information All Current Historical ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 5 12 00 PM 1 00 Animation Lovers Weekly Sc Student Center Web Banquet Boi 1 i El 4 Sa PM Luncheon 201A Request 10
5. adding to the booking and then at the bottom of the page click Save a lf there is only one booking for the reservation a message opens indicating that your request was completed successfully Click OK to close the message and remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab b If the reservation for which you edited the booking has multiple bookings then do one of the following 1 To add the booking detail to just the selected booking click Do Not Apply to Additional Bookings You remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab 33 2 To add the booking detail to one or more of the other bookings in the reservation select the appropriate bookings to select all the remaining bookings in a single step select the blank checkbox in front of the Date column heading and then click Save A message opens indicating that your request was completed successfully Click OK to close the message You remain on the Booking Details tab The newly added booking detail is displayed on the Existing Services tab Any resource conflicts are marked with a Warning icon and highlighted in red Additional Bookings DATE TIME TITLE LOCATION STATUS ATTENDANCE E 8 9 2014 Sat 12 00 PM 1 00 PM Animation Lovers Weekly Luncheon SC Student Center 201A Web Request 10 8 23 2014 Sat 12 00 PM 1 00 PM Animation Lovers Weekly Lunch
6. listed all organizations Customer Name campus kanske with campus in its name The search is limited to Customers matching your search th t d f th CUSTOMER NAME CUSTOMER TYPE e exac or er O e Campus amp Student Centers Administrative Department characte rs In the string Campus amp Student Centers Board Student Organization but the string IS not case Campus Ministry University Affiliated oom Catholic Campus Minstry University Affiliated sensitive and Can appear WXCI Campus Radio Student Organization anywhere in the search results To view the bookings with the current date for which the group is scheduled click the name of the group in the search results The Locate page is refreshed with a list of the applicable bookings Click Here to return to the Table of Contents 17 CHAPTER 3 RESERVATIONS MENU Ne WCSU EVENT PLANNING PORTAL STATE UNIVERSITY a My Account Help Welcome Mickey Mouse The Reservations menu for VEMS contains various options for requesting space for an event and modifying your requests This chapter covers the following topics Overview of the Reservations Menu Submitting a Request for a Space Booking a Room e Submitting a Request for a Car or Van e Viewing your Requests The Reservation Summary Page Click Here to return to the Table of Contents 18 OVERVIEW OF THE RESERVATIONS MENU fs Pie connec WCSU EVENT PANNE STATE UNIVERSITY eg Browse 2
7. seheduie ty Virtual EMS Q Browse pt Reservations amp My Account VW Admin Welcome Tammy Van Boening Browse Yv By Setup Type Filter Setup types by Room ROOM SETUP TYPE MIN CAPACITY CAPACITY CCE MR 301 Classroom 0 12 Standard As Is 0 12 Theater 0 12 CCE MR 302 Classroom 0 20 Conference 0 16 Standard As Is 0 16 Theater 0 20 CCE VC 310 Conference 0 10 Standard As Is 0 10 CCW Small Conf Classroom 0 10 Click Here to return to the Table of Contents E Browse amp gt My Account 14 e In either view you can click the Room Name to open the Location Details popup This window will show information about the event location including the event building details name description and or notes any images that have been associated with the building detailed information for the event room description room type setup type features floor map availability any user defined fields configured for the room and any images that have been associated with the room This view is very helpful to learn more about each location Virtual EMS Location Details Building Details ng Details Building Code DEN Description Denver Notes DEN Building m Room Details Setup Types Features Floor Map Additional Information Availability Room Code 02 East Description 02 East Room Type video Conference Floor 1ith Floor Size 1000 Phone x2101 Setup Hours 0 50 Teardown Hours 0 50 Notes
8. Save Preferences Click Here to return to the Table of Contents 45 CREATING A LIST OF FAVORITE ROOMS The My Account menu contains options for creating a list of favorite rooms that can be searched for availability when you are creating a room request This list of favorites is displayed in the Facilities dropdown list on the Room Request page 1 Click My Account then O itty i Browse Reservations My Account Hel User Options a Log Out Campos Student Centers Requests i Edit My Account ocation ee User Options 2 Open the My Favorites tab Q Browse Reservations 23 My Account Help Welcome Mickey Mouse Personalize My Favorites Name My Favorites Save Locations in your favorites No one matched your request Facility Room Types Floor all v al v all QA Top 500 Rooms matching your filter Nothing matches your search criteria 3 In the Name field enter a name for your Favorites list and click Save A confirmation message will appear indicating your request was successful Personalize My Favorites Name 4 Click OK to close the message and remain on the Student Center Conference Favorites tab Save 5 Enter the search criteria on the Facility dropdown list the Room Type dropdown list and or Floor dropdown lists and then click the search icon icon to return only those rooms that meet all the search criteria Click Here to return to the Table of Contents 46 Personalize My Fa
9. To edit and or cancel delete services for a booking click the Add Edit Services icon next to it and then continue To edit and or cancel services for a booking For information about services click here To view services for a booking click the View Services icon next to it For information about services click here Click Here to return to the Table of Contents 31 To edit a booking After you click the Edit Booking icon 7 a Request page opens edit booking acton iage Event Details Event Name DPS Birthday Bash Event Type Party When and Where Date 7 31 2014 Thu sae Start Time End Time 8 00 AM V 2 00 PM Areas Midtown Campus v Facilities Student Center v Q Setup Information Attendance 150 Setup Type Banquet v Availability Filters Room Type all v Features l Air Conditioned z Cable TV Connection r 1 Edit the information for the booking as needed Required fields are marked with a red asterisk 2 Remember to look at all tabs for the information that needs to be changed Click Update Booking A message opens indicating that the booking was successfully updated 4 Click OK The message closes You return to the Reservation Summary page with the new or modified information for the booking displayed Click Here to return to the Table of Contents 32 1 Cl ick Here to return to the Table of Contents To add services for
10. cee ereresesedectivecoenteicedcniccerrentsietssss E O SE Browsing for Facilities ccccceccssecceeeceececeeeceecececseeceuseeeeecseeseueseeeesseeseeens RO E 9 2 6 A A E O A A E Bele ig 0 EE ET EEE EEE Chapter 3 Reservations Menu nanxnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnr Overview of the Reservations Menu rrurararernrrrnurenarernnrnnurenanennnrnnunenunennnennere Submitting a Request for a Space rrrrrrnnnnnennnnnennnnnennnnnrnnnnnnnnnnnnnnansnnnnsennnnnenn TE sn The Reservation Summary Page cess cccccestczccrssdessusssdarsecusdescueusdensuessdanenensbencueees Reservation Details tab rrrarrarrnnrnanrnnrnarnnnrnnrnannnernannnnnnurnannnennunnneennsnnnen Additional Information tab rrarerarenaronnrnnnrnnrennnenanennnennrnnnrnnnennnenunenusennene Pe PI 1 a EE GT 4 5 0 EE EEE EEE Chapter 4 Services rnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnennnnennnnennnnnnnnnnnnnnnr Audio Visual and Technology La sisskesreisdeadesideeadeet sintcaniecoisecsdaendentecencecdexe 210 Go gt a er cere nee ce cement aren cere EN E EEE Click Here to return to the Table of Contents Environmental and Facilities c ccccccecccccccecceccecesceacecceccecececuesuesuesueaueneeas 39 0 6 010 SE E E E EEE 39 Internet and Telephone Service ccccccccceececseeeecseeeeseeeeesseeeeseeeeesaeeeeseeees 39 PE ven 40 Chapter 5 My Account MENU Laastad 41 Requesting IEEE ne ene ae ee One e
11. detail Virtual EMS Room Request Mozilla Firefox EI x File Edit Vie History Bookmarks Tools Help amp Virtual EMS Room Request o hitps reserve wcsu edu VirtualEMS RoomRequest aspx data ity p em 2byxxGFZT QvNr974 YAg6Jj8xFR joogle Latest Headlines Virtual EMS TEST EN WestConnduit Login P Core CT Home Page Blackboard Learn NY Currency Converter Sa https www siriusxm V about blank ft Virtual EMS LIVE NESTERN pe copxecricur WCSU EVENT PLANDNAKG PORTAL Q Bilowse Reservations O My Account e Welcome Mickey Mouse Campfsg amp Student Centers Requests om eg Location Details EEE hen an here ERF Welcome to the Campus amp Student Centers 6 22 2014 Sun 33 Recurrence REQUEST page Start Time End Time Aaa For General Information about either building Press HERE all Facilities all For information concerning room capacities and setup possibilities for the Midtown Student Center press HERE For information concerning room capacities and setup possibilities for the Westside Campus Center press HERE To make a request complete the information on the left For assistance press the Question Mark in the upper right hand corner of this page Air Conditioned 3 If your space request is in another facility please cancel this request and use the Cable TV Connection appropriate templete Carpeted Data Port Flat Screen TV Monitor
12. fax number and your time zone You can modify all these values however you should never modify your time zone To update the organization s you may make reservation requests for please email the update to EMSHELP wcsu edu Do not update by entering the information in the Your organization s box That would cause a duplicate record to be created with will delete your access to the portal To Modify your User Account 1 Under My Account click Edit My Account The User Account page opens The User Info tab is the active tab 2 Modify any of the information for your a gt My Account Log Out Edit My Account User Options user account as necessary You may only change your email address Do NOT use this screen to edit change your organizations Those updates must emailed to and or name of the University has EMSHELPOWCSU edu officially changed the information cmd 3 As indicated at the top of this screen do not update Your Organizations Any chages to that information must 7m Your organization s WCSU Dept Student Org be emailed to EMSHELP wcsu edu 4 Click Save Click Here to return to the Table of Contents 43 CREATING DELEGATE ACCOUNTS A delegate is another web user who can assume your identify upon logging into VEMS and carry out actions on your behalf You can create one or more delegate accounts This is an excellent way for an administrative assistant or secretary to schedule rooms and still
13. keep the request in the proper name Be careful whom you select as delegates Every action your delegate takes will be in your name and you will be responsible for their actions 1 Click My Recount hen Q arouse H reservations NORMANN Hel Log Out Campus amp Student I l Edit My Account ocation DATS User Options Open the Delegates tab In the seach field enter the name or part of the name then click search A list of users who meet the search criteria are displayed in the left side box Highlight the name s and click the Move gt button to slide the name s to the right side box User Info Delegates Click Save Enter text to search for delegate duck Search Users matching your search Users who can impersonate you Donald Duck Your search Is limited to the exact order of the characters in the string but the string is not case sensitive and It can appear anywhere in the search results For example a search string of ed returns Ed Smith Ted Wilson and so on Click Here to return to the Table of Contents 44 SETTING DEFAULT VALUES FOR ROOM REQUESTS The My Account menu contains options for setting some default values Start Time End Time and so on for the different types of room requests These default values can be overridden when making the actual request 1 Click My Account then I fat s wa Browse Reservations My Account Hel User Options a Log Out Camposs2 Student Center
14. selected If amp oat HOLIDAYS START END LOCATION STATUS SETUP COUNT CONFLICT mu tiple rooms were selected EJ 7 7 2014 Mon 1 00 PM 2 00 PM SC Student Center 201A Request 15 all rooms would be displayed in ane the Selected Locations area SELECT AVAILABLE LOCATION CAPACITY PRICE To deselect a room press the mest EJ ICO n 1 1 Campus Center 214 40 Continue at After Selecting Locations Click Here to return to the Table of Contents 22 Recurrence Search To select a room click the imo _toestion Details Add on eee Me room in either the list or No rooms currently selected grid view If a room is not i available for the entire vailability SELECT AVAILABLE LOCATION CAPACITY PRICE recurrence click the request H 12 12 SC Student Center 201A 56 icon In this example the pee va rooms are not available 3 12 Campus Center 212 32 because of another 8 12 Campus Center 212 and 214 80 booking If you select a location with a conflict the system will warn you and only place those dates without a conflict in the Selected Locations area The location you selected is not available for all of your dates If the number of locations days is too long to display the vertical scroll bar will appear The system will also display a special messages that have been entered into the system to indicate holidays or other days of special note EJ 7 7 2014 Mon 2 00 PM 3 00 PM Campus Ce
15. the customer Sponsorship If the event is co sponsored or on behalf of another organization please enter the contact information Additional Information Enter any information which would be helpful for the person reviewing the request Services You have the opportunity to enter requests for services you need as part of this request for example catering technology or ticketing These requests can be made now or later Please refer to Chapter 4 Services for more information Finalize Request Accept the terms and conditions and click Continue _ The acknowledgement popup will display Press X Mee In the upper right comer to dismiss the popup business hours of our submission You can Additionally an email will be sent confirming your always check the status of your requests by clicking Reservations and pressing View requ est My Requests po The Reservation Summary page opens See Reservation Summary Page for more information Click Here to return to the Table of Contents 25 VIEWING YOUR REQUESTS The Reservations menu provides an option to view all your requests for spaces and or services made in VEMS You can select a specific request from this page for more detailed viewing and for editing if needed L se rvations ccoun To open the Requests page under Reservations S ewse J Reservations O my account click View My Requests Campus and Student Centers Requests Cur
16. the facility requested Some equipment may require the addition of a staff member to operate the equipment reservation in the Campus Center will be used for the example 1 Enter the Start Time and End Time the Equipment will be needed This time must be within the reservation time AV amp Technology CC Start Time End Time Service Type 9 00 AM CH 12 00 PM r 7 Equipment Personnel 2 You may leave Service Type blank 3 Click on the sign for Equipment A H Equipment complete list of items available for this facility will be listed 4 Click the item s required and enter Audio Cable 3 5 mm 6 Conference Telephone 11 Easel Special Instructions the number needed for that item If Extension Cord 6 there are any special instructions re eens Karaoke Machine you may use the box provided For oe example Easels are placed in the Laptop Speakers front of a room Perhaps you need ee ee the easel on the side D Some items will display a pop up Do you need Speakers Speakers are not required for in the Ballroom message which serves as a reminder In this example a lap top computer was Do you need presentation clicker pointer requested so you are prompted to think about speakers and a presentation clicker 6 If you are not sure what an item looks like you can click the item name A window will appear with information about the item and in most cases an
17. 0 Row Seating 20 120 Banquet 20 96 Circle of Chairs 10 24 Expo Trade Show 20 70 Reception 20 100 Warner Hall 103 Conference Room Classroom 10 24 Horseshoe w Head 10 24 Table Conference 10 24 Horseshoe 10 24 Click Here to return to the Table of Contents White Hall Room Setup Type Min Max Capacity Capacity lves Concert Hall Row Seating 0 770 Standard 0 770 lves Concert Hall Main Lobby Empty Space 0 150 Standard 0 150 See Diagram Custom 0 150 Reception 0 75 White Hall 122 Meeting Room Classroom 15 60 Empty Space 15 100 Row Seating 20 98 Horseshoe w Head Table 15 34 Horseshoe 15 34 Banquet 24 72 Square 15 46 See Diagram Custom 15 100 White Hall 127 Meeting Room Classroom 15 60 Empty Space 15 100 Row Seating 20 112 Horseshoe w Head Table 15 38 Horseshoe 15 38 Banquet 24 72 Square 15 52 See Diagram Custom 15 100 White Hall 022 Classroom Classroom 0 42 Standard 0 42 White Hall 023 Classroom Classroom 0 42 Standard 0 42 White Hall 025 Viewing Room 1 Row Seating 0 50 Standard 0 50 White Hall 026 Viewing Room 2 Row Seating 0 43 Standard 0 43 Click Here to return to the Table of Contents 63 White Hall Room Setup Type Min Max Capacity Capacity White Hall 112 Classroom Classroom 0 39 Standard 0 39 White Hall 301 Classroom Computer Lab Classroom 0 30 Standard 0 30 White Hall 302 Classroom Computer Lab Classroom 0 30 Standard 0 30 Click Here to return to the Table of Contents 64 C
18. 15 Contact As with customer the information might be automatically populated If not or if you need to change use the pull down menu to select the contact and complete the remaining required information Attachments Attach File Attachments Section You may attach files to the room request This could be a drawing picture file etc The allowed file attachment formats are csv doc gif pdf txt xls XISX and tif Click Here to return to the Table of Contents 24 Other Information Would you like someone from Conference Services to contract you Student Organizations Enter your Fund and Organization Account Number which will only be used if there are charges for this event University Departments Enter the department s Fund and Organization Account Number which will only be used if there are charges for this event If this event is being held on behalf of another organization or is co sponsored by an another organization please enter the name of that organization If there is none enter None Enter any additional information concerning the event Assistance If you would like assistance use the pull down menu and select YES if not select NO Budget Information Student organizations and university departments are required to enter the fund and organization account code in the event there are charges for the event All charges will be itemized on the confirmation which will be emailed to
19. 3 My Account Welcome Guest Home ome o Welcome to the WCSU Event Planning Portal Browse To Browse the current reservations press Q To log into the system or request a login press A my Account Once logged in to make a reservation or modify an existing reservation press es Se then choose the appropriate template Campus and Student Centers Requests Midtown Campus Outside Space Requests Warner Hall Space Requests White Hall Space Requests View My Requests For assistance press 2 The Reservations menu contains various options called templates for requesting a space and or services for an event Each facility has its own template For a list of the spaces that are currently available for requesting via the portal press here You need to choose the appropriate template based on the location of the facility you are requesting Currently on the facilities circled in green permit online requests Additional locations will added until all soaces available for web requests View My Requests circled in red permits you to modify an existing request add services to the request or cancel any services or the entire reservation Click Here to return to the Table of Contents 19 SUBMITTING A REQUEST FOR SPACE The Room Request page is organized into various sections to facilitate the reservation process a When and Where pane the left pane of the window and Info Location and Details Each section will be discussed in
20. Conference Meeting Room 2nd E Student Center Student Center 202B Conference Meeting Room 2nd x Student Center Executive Conference Room Conference Meeting Room 2nd Facility Room Types Floor Student Center v Conference Meeting Room all v Q ADD FACILITY ROOM ROOM TYPE FLOOR Student Center Executive Conference Room Conference Meeting Room 2nd Student Center Student Center 201 Conference Meeting Room 2nd Student Center Student Center 201A Conference Meeting Room 2nd Student Center Student Center 201B Conference Meeting Room 2nd Student Center Student Center 202 Conference Meeting Room 2nd Student Center Student Center 202A Conference Meeting Room 2nd Student Center Student Center 202B Conference Meeting Room 2nd Student Center Student Center 209 Conference Meeting Room 2nd Student Center Student Center 221 Conference Meeting Room 2nd Student Center Student Center 226 Conference Meeting Room 2nd Now when you select that room request process the name of your Favorites list is automatically displayed in the Facilities field for the request If you leave the Facilities field set to this value then only the rooms that are contained in this Favorites list are automatically searched for availability after you click Find Space If other facilities are needed use the dropdown to select other facilities Click Here to return to the Table of Contents Repeat steps 3 through 6 to set favorite lists for other room request templates 47 APPENDIX O
21. T LG EE NE E 49 Scheduling Offices aisssisscswsesicanaaspiiasncntsuasatnnnipascensincaneneiastmasanssuienciannmewies 50 EU TIPOS a ee 51 EINEN y aes Renee ttn nnn nee ene oee eee ee eee eee eer 54 Space Inventory with Setup Type an rnnnnnnnnnnnnnnnnnnnennnnennnnnnnnnnnnnnnnnnnnr 55 Click Here to return to the Table of Contents 48 ROOM TYPES To simplify searches there are various room types Each room or space is assigned one of these types These types are self explainitory Type Athletic Areas Classroom Classroom Computer Classroom Lab Classroom Music Classroom Technology Concert Hall Conference Meeting Room Dining Area Display area Lecture Hall Lobby Area Lounge Observatory Off Campus Office Other Outside Parking Recreation Facility Residence Retail Theater Click Here to return to the Table of Contents 49 SCHEDULING OFFICES The following offices and staff are available to assist you with any of your event needs The staff are experts in event planning and execution By Office Campus amp Student Centers Paul M Simon Director Mark Gegeny Associate Director Facilities Scheduling amp Promotion John Murphy Director Austin Huot Associate Director Christine Laedke Assistant Director Michael Chisholm Assistant Director Cory Silver Ass t to Director University Events Helen Bechard Coordinator By Facility Campus Center Midtown Outsi
22. WCSU Virtual EMS VEMS User s Manual Version 2 0 September 2015 EMS Campus 4 0 WESTERN CONNECTICUT STATE UNIVERSITY Event Management Systems Schedule Clarity Copyright 2012 Dean Evans and Associates Inc All rights reserved The information contained herein is proprietary and confidential and is the exclusive property of DEA Inc It may not be copied disclosed used distributed modified or reproduced in whole or in part without the express written permission of DEA Inc Modified By Paul M Simon Western Connecticut State University with permission 6 14 Revised 9 15 added reference to new venues expanded services section TrademarksEMS the EMS logo and EMS Regics are registered trademarks of Dean amp Associates Inc Event Management Systems EMS Enterprise EMS Professional EMS Campus EMS Workplace EMS Legal EMS District EMS Master Calendar and Virtual EMS are trademarks of Dean Evans amp Associates Inc Microsoft Windows and Outlook are registered trademarks and SQL Server is a trademark of Microsoft Corporation Lotus Notes and Domino are registered trademarks of IBM Corporation Other products brands and trademarks are property of their respective owners companies TABLE OF CONTENTS En gt EEE ES Chapter 1 Getting Started with VEMS annennnnennnnennnnnnnnnnnnnnnnnnnnr MEN TOA ESS VEN aner KNE To log outor Ler Chapter 2 Browse Menu ic cccccicceteccce
23. a booking For more information about services click here After you click the Add Edit Services icon amp next to a booking the Booking Details tab opens This tab displays not only summary information for the booking event name event date location and so on but also the services that are available for adding to the booking Available Services tab and the services that you have already added to the booking Existing Services tab g Browse E Reservations 23 My Account Help Welcome Mickey Mouse Booking Details Back To Reservation Details Event Name Animation Lovers Weekly Customer Animation Lovers Luncheon Setup Type Banquet 10 Date Saturday August 16 2014 Status Web Request Location SC Student Center 2014 Event Type Meal Service Event Time 12 00 PM 1 00 PM AV amp Technology SC Police Services SE NE Technology SC 12 00 PM 1 00 PM Equipment Student Center Other ACTIONS QTY ITEM PRICE NOTES SPECIAL INSTRUCTIONS P 1 Laptop 0 00 ga 1 LCD Projector 0 00 Portable Powered by z205 On the Available Services tab click the link for the type of service you are adding to the booking The Available Services tab is refreshed with options based on the type of services that Fquipment are available to add For this example Student Center Other EO fase was selected ET Flip Chart Student Center Other 2 Enter the necessary information for the services that you are save Cancel
24. account by clicking here If you have an account please follow these steps 1 From the initial screen click NESTER connecter WCSU EVENT PLANNING PORTAL STA UNIVERSITY PR My Acco u nt Q Browse amp My Account Welcome Guest EEE Welcome to the WCSU Event Planning Portal og Browse d My Account 2 User Id enter your WCSU Windows login name 3 Password enter the WCSU Windows User Id password Mickey wcsu edu 4 Click Login E Cee tL TY Login After you log in the VEMS toolbar will display your 4 options k Fe i ENN WCSU EVENT PLANNING PORTAL STATE UNIVERSITY eg Browse Reservations d My Account Help Welcome Mickey Mouse The VEMS Default page opens with the Reservation button active Click Here to return to the Table of Contents 8 gt Browse Information is available in Chapter 2 gt Reservations Information is available in Chapter 3 gt My Account Information is available in Chapter 5 e To Logoff see below gt Help Will take you to the online version of this manual In the right hand side of this area is Welcome lt your name gt If you have been granted delegate access see Chapter 5 to other web users accounts then your user name is displayed in a dropdown list along with the names of these web users You can assume the identity of any of these web users by picking the appropriate name in the dropdown li
25. airs placed around the perimeter of the tables facing in It Horseshoe is appropriate for small to medium sized meetings or presentations If used for presentations the screen will be set facing the center section so participants do not have to turn their chairs Horseshoe with The same as Horseshoe with a head table and chairs setup in Head Table the front of the room Please select this set up type when reserving a table in the Campus Center or Student Center for bake sales to advertise events and services promote your organization etc Please select this set up type for outdoor events that will require Outdoor Fair tables chairs tents and other equipment Elaborate on all table and chair requirements in the note section of your request Please select this set up type when an event will be utilizing a space for a reception that will require a large open floor space Reception for guests to interact as well as a combination of round tables for seating and rectangle tables for catering and other event related requirements Click Here to return to the Table of Contents Information Table 52 Row Seating See Attached Performance with Side Stage This set up type consists of rows of chairs ROW SEATING facing a stage podium or other focal point It is appropriate for a short lecture _JL_JLJLILJILILI or larger groups that do not require extensive note taking If note taking is a TTTS required please se
26. ampus Center Room Setup Type Min Max Capacity Capacity Campus Center 212 Classroom 0 20 Empty Space 0 60 Row Seating 0 50 Horseshoe w Head Table 0 15 Conference 0 20 Horseshoe 0 15 Banquet 0 20 Circle of Chairs 0 20 Square 0 20 See Diagram Custom 0 0 Campus Center 212 and214 Classroom 0 37 Empty Space 0 100 Row Seating 0 100 Horseshoe w Head Table 0 25 Conference 0 30 Horseshoe 0 25 Banquet 0 64 Circle of Chairs 0 45 Square 0 30 Campus Center 213 Classroom 0 18 Empty Space 0 40 Row Seating 0 40 Horseshoe w Head Table 0 15 Conference 0 15 Horseshoe 0 15 Banquet 0 20 Circle of Chairs 0 20 Square 0 18 Campus Center 214 Classroom 0 20 Empty Space 0 40 Row Seating 0 50 Horseshoe w Head Table 0 15 Conference 0 20 Horseshoe 0 15 Banquet 0 20 Circle of Chairs 0 20 Click Here to return to the Table of Contents Room Campus Center 214 con t Campus Center Meeting Room 300H Campus Center 315 Campus Center Ballroom Campus Center Ballroom North Campus Center Ballroom South Lower Lobby Areas Campus Center Setup Type Square Standard Standard Conference Classroom Empty Space Row Seating Horseshoe w Head Table Conference Horseshoe Banquet Square Classroom Row Seating Horseshoe w Head Table Conference Horseshoe Banquet Circle of Chairs Square Classroom Empty Space Row Seating Horseshoe w Head Table Conference Horseshoe Banquet Circle of Chairs Squar
27. ancel Bookings Cancel All Bookings Service Availability Add booking to personal calendar Booking Tools Edit Additional Information All Current Historical Edit Reservation Update event and or group details Add Bookings Add a booking to the reservation See Submitting a Request for a Space Booking a Room Cancel Services Cancel selected services for all bookings in the reservation Note You can also cancel selected services for one or more bookings in a reservation on the Current tab See Current tab Cancel Bookings Cancel selected bookings for the reservation Note You can also cancel selected bookings on the Current tab See Current tab Cancel All Bookings Cancel all bookings for the reservation Service Availability Opens a Service Availability message in which you can view the buildings for which the service is allowed as well as any booking rules for the service Add booking to personal Adds the reservation and all its bookings to your personal calendar calendar Booking Tools Provides options for editing the date and time for one or more bookings within the reservation Edit Additional Provides the option for modifying your answers to any questions or Information modifying any comments for the reservation Click Here to return to the Table of Contents 28 ADDITIONAL INFORMATION TAB The Additional Information tab will display the answers entered when the reservation was made The ta
28. b is a view only tab and it displays the questions and your answers if any to these questions as well as any comments that you entered for the reservation To modify a response to any question you must open the Reservation Details tab and click the Edit Additional Information link on the right Q Browse Reservations 43 My Account 2 Help Welcome Mickey Mouse Reservation Details Additional Information Attachments Back to My Requests 202022222222 e Would you like someone from Conference Services to contract you o No e Student Organizations Enter your Fund and Organization Account Number which will only be used if there are charges for this event 815303999 e University Departments Enter the department s Fund and Organization Account Number which will only be used if there are charges for this event o e If this event is being held on behalf of another organization or is co sponsored by an another organization please enter the name of that organization If there is none enter None Oo e Enter any additional information concerning the event which would be helpful for Conference Services to know o This is a Very Very Important Event All Historical Bookings ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP Ej 4 7 31 2014 Thu 8 00 AM 2 00 PM DPS Birthday Bash SC Student Center 201 Web Request Banquet 50 Powered by f ems Click Here to return to the Table of Contents 29 ATTACHMENTS TAB The Attachments tab i
29. blank Here is an example of how cost is indicated for a service Depending on the customer type your cost might be lower Click Here to return to the Table of Contents Start Time End Time Service Type Yy i Equipment Hand Wands Metal Detector Personnel Building amp Grounds Officer Emergency Medical Technician EMT Police Lieutenant Police Officer 55 00 per Service Order hr Min 220 00 Police Sargent 40 CHAPTER 5 MY ACCOUNT MENU keen WCSU EVENT PLANNING einen STATE UNIVERSITY Reservation d My Account Help Welcome Mickey Mouse Q Browse j The My Account menu provides options for editing your user profile and for specifying delegates which are web users who can assume your identity in VEMS and carry out actions in VEMS on your behalf It also contains options for customizing some default values Start Time End Time and so on for the different types of room requests and for creating a list of favorite rooms to search for availability This chapter covers the following topics e Creating a User Account e Modifying your User Account Information Creating Delegate Accounts Setting Default Values for Room Requests e Creating a List of Favorite Rooms Click Here to return to the Table of Contents 41 REQUESTING A USER ACCOUNT Some user accounts will automatically be created for University faculty staff and student leaders If one was not created please follow th
30. ce Bldg Science Bldg Lawn Warner Hall Side Lawn White Hall Front Lawn Student Center 201 201A 201 B 202 202 A 202 B 209 216 221 226 228 Game Room Lobby Area 5 locations Plaza 8 locations Second Floor Landing Theatre Veranda Click Here to return to the Table of Contents Warner Hall Lyceum 101 White Hall Side Lyceum 102 Haas Side Lyceum 103 Conference Room Lyceum Full White Hall Classroom 022 Classroom 023 Classroom 112 Classroom 301 Classroom 302 lves Concert Hall lves Lobby Meeting Room 122 Meeting Room 127 Viewing Room 1 Viewing Room 2 Westside Campus Campus Center 212 212 214 213 214 300 H 315 Ballroom Ballroom North Ballroom South Lobby Lower Area 3 locations Lobby Upper Area 3 locations South Plaza 54 SPAGE INVENTORY WITH SETUP TYPES Listed for each Location are the setup types that are valid and recognized for that location If you enter anyother setup type you will be told the space is not available Midtown Campus UTA OOF SD ACES vere scacacsccneeseicccavecas snecanacanucesssgcennnecanacanseconcecssenecaeseanecessces Student Genter van iii Ver AL WE Hill Vv42v44v4444v4r TEEN Westside Campus Campus Genet eee smaleste Click Here to return to the Table of Contents 55 Space Alumni amp Friends Circle Berkshire Hall Front Lawn Centennial Grove Midtown Entry Gate Fairfield Hall Back Lawn Fai
31. ck the Room Name to open the Location Details popup This window will show information about the event location including the event building details name description and or notes any images that have been associated with the building detailed information for the event room description room type setup type features floor map availability any user defined fields configured for the room and any images that have been associated with the room This view is very helpful to learn more about each location This is the same display shown in Browse Facilities Click Here to return to the Table of Contents 16 LOCATING A GROUP Once you are logged in you will see an additional option in the Browse Menu Locate Group This option is used to locate a group and display that group s 5 uta events for the current date i Erowse Ewents Browse Facilities To locate a group 1 Click Locate Group Browse for Space Locate Group 2 For a specific group enter a search string in si the Customer Name th field A list of all groups WESTERN that meet the criteria is CONNECTICUT WCSU EVENT PLANN displayed on the page STATE UNIVERSITY 3 To locate all Qroups og Browse PE Reservations A My Account EG Admin Helg with events scheduled toe for the current date Customer Name Locate leave the Customer Name field blank 4 Click Locate Example Campus was entered in the Customer kote Name field The system
32. de Student Center Warener Hall White Hall Click Here to return to the Table of Contents simono wcsu edu gegenym wcsu edu murphyj wcsu edu houta wcsu edu laedkec wcsu edu chisholmm Qwcsu edu silverc wcsu edu bechardh wcsu edu Mark Gegeny Student Organizations University Departments Mark Gegeny Student Organizations University Departments Student Organizations University Departments 1 8494 1 8211 7 8800 7 8211 Christine Laedke Helen Bechard 7 8211 Christine Laedke Helen Bechard Christine Laedke Helen Bechard 50 SETUP TYPES Various setup styles are available depending on the Setup Information room requested The list of Setup Types shown IS attendance dependent on the template you select Not all types o are availble for selection on the portal For example you will not see Lacrosse as a setup type on any template for an interior space When searching for a room the system will only Cirle of Chairs display available rooms not already reserved and Setup Type Banquet Classroom Conference rooms that meet your attendance and setup type Empty Room Horseshoe Horseshoe w Head Table Information Table Open Square Row Seating See Diagram Custom Standard The current Setup Types and description follow If you need something special choose see Diagram custom and attach a Visio file or picture in the Attachment section For assistance please c
33. e Information Table Click Here to return to the Table of Contents Min Capacity Capacity 0 0 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 20 Max 20 8 12 12 150 550 550 60 100 60 270 100 100 300 50 40 50 150 100 60 80 200 200 40 30 40 120 50 50 66 Campus Center Room Campus Center South Plaza Empty Space Banquet Information Table Upper Lobby Areas Information Table Click Here to return to the Table of Contents Min Max Capacity Capacity 150 100 30 3 67
34. e Estimated Count will automatically filled with the attendance you entered in the Setup Information You may change this number if necessary Click the sign next to Meal Service and check the services needed You should leave 1 in the count box The Catering Department will contact you to discuss the specifics of your need s Start Time End Time Service Type Estimated Count Meal Service Beverage Service Breakfast Brunch Continental Breakfast Dinner Late Night Snack Lunch For information please go to the catering website or contact Westwind Catering at 203 837 3936 or email Catering wcsu edu Click Here to return to the Table of Contents 38 ENVIRONMENTAL amp FACILITIES SERVICES This service includes services that Environmental amp Facilities provides Environmental amp Facilities Start Time End Time Service Type including custodians skilled trades and TS OO some equipment Just click the Ei Eek equipment or personnel you need and the Electric Panel quantity needed Indicate special l l l Personnel instructions as necessary When making pin your request you make leave Service EN Type blank As shown in Audio Visual Technology check the item you need and the quantity Usually events that require Environmental amp Facilities Services are required to go through a University Large Events meeting where these needs will be discussed Stationary Engineer Electrician EQUIPMENT This
35. e will end Press Apply ecurrence to return to When and ours every Tuesday week s effective Er Where After you apply recurrence the Jose ot frem 2 00 PM to 2 display will show the recurrence TESE Setup Type Areas v Use the pull down menu to choose Availability Filters which campus you want to search or use all for both campuses Depending on the template used you can also enter off campus or other Room Type all Features 7 C Air Conditioned Facilities will list those facilities available to book with the template based on the Area chosen For example if you cable TV Connection entered Midtown only Midtown buildings will be listed I Carpeted Data Port v Attendance enter the estimated attendance Only rooms E Flat Screen TV Monitor that meet your attendance will be listed E Large Screen TV Fl podium v Setup Type There are various setup types Click here for a Fre a list of all setup types Remember that not all setups are available in all rooms Enter the type that best matches your needs The most common types are row seating conference and banquet v Room Type Enter the type of room you need for example conference meeting room lounge classroom etc For a list of room types click here v Features Check any feature that you require The more that are check the narrower will be your options The times you enter will be used on the even
36. ee nc en ee re ee 42 Ge Tale fe go AGE ge Ye cle EE EE near ere oy Maer ter Herero re 43 creating Delegate ACCOUNTS EE ener 44 Setting Default Values for Room Requests rrnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnnnnnnnennnnen 45 Creating a List of Favorite ROOMS EEE 46 Fa oe D EE T NE OT E AA O OE 48 Room eae heh nde thse he tnd net tcbe cha dtd baer cece ene and anehaeien ehetdea bens 49 Scheduling OCES EE ED 50 FT 2 ee ee ee ee ce ee er ee eee ee me ee ace ae eee eam eae 51 MENN 54 Space Inventory with Setup Type vasasaanetminkntianesnvete 55 Click Here to return to the Table of Contents PREFACE Welcome to the WCSU Virtual EMS VEMS User s Manual The purpose of this manual is to answer your questions and guide you through the procedures necessary to use the VEMS application efficiently and effectively Conventions used in the manual Information that can vary in a command called variable information is indicated by alohanumeric characters enclosed in angle brackets for example lt Location gt Do not type the angle brackets when you specify the variable information A new term or term that must be emphasized for clarity of procedures is italicized Page numbering is online friendly Pages are numbered from 1 to x starting with the cover and ending on the last page of the index This manual is intended for both print and online viewing If information appears in blue it is a hyperlink Table of Contents and Index e
37. ents Room Student Center 202A Student Center 202B Student Center 209 Game Room Student Center 216 Student Center 221 Student Center 223 Student Center 226 Executive Conference Room Lobby Areas Student Center Setup Type Classroom Empty Space Row Seating Horseshoe w Head Table Conference Horseshoe Banquet Square Classroom Empty Space Row Seating Horseshoe w Head Table Conference Horseshoe Banquet Square Standard Conference Standard Standard Conference Standard Conference Standard Standard Conference Standard Conference Information Table Click Here to return to the Table of Contents Min Max Capacity Capacity 10 12 15 12 12 20 10 12 12 12 12 18 50 50 20 25 20 32 30 18 50 50 20 25 20 32 30 15 15 40 12 12 22 22 15 15 60 Room Plaza Areas Second Floor Landing Theater Veranda Student Center Setup Type Information Table Information Table Empty Space Standard No Set Up Required Standard No Setup Required Click Here to return to the Table of Contents Min Max Capacity Capacity 1 3 1 3 0 171 25 171 0 171 1 30 1 30 61 Warner Hall Room Setup Type Min Max Capacity Capacity Warner Hall 101 South Lyceum Empty Space 0 0 Row Seating 20 120 Banquet 20 96 Circle of Chairs 10 24 Expo Trade Show 20 70 Reception 20 100 Warner Hall 102 North Lyceum Empty Space 0
38. eon SC Student Center 201A Web Request 10 Save Do not apply to additional bookings Click Here to return to the Table of Contents 34 To edit and or cancel services for a booking After you click the Add Edit Services icon amp next to a booking the Booking Details tab opens This tab displays not only summary information for the booking event name event date location and so on but also the services that are available for adding to the booking Available Services tab and the services that have already been added to the booking Existing Services tab Booking Details Back To Reservation Details Event Name Animation Lovers Weekly Customer Animation Lovers Luncheon Setup Type Banquet 10 Date Saturday August 16 2014 Status Web Request Location SC Student Center 201A Event Type Meal Service Event Time 12 00 PM 1 00 PM AV amp Technology SC Police Services X AV amp Technology SC 12 00 PM 1 00 PM Equipment ACTIONS QTY ITEM PRICE NOTES SPECIAL INSTRUCTIONS PA 1 Laptop 0 00 Ba 1 LCD Projector 0 00 Portable Student Center Other ACTIONS QTY ITEM PRICE NOTES SPECIAL INSTRUCTIONS EA 2 Flip Chart 0 00 Powered by ems You have the following options for editing and or canceling deleting the services for a booking To add a new item to a service click the New Item icon amp for the service To edit the service for example the start and stop times for a Catering service cl
39. equired Outdoor Fair Event Information Table No Set Up Required Outdoor Fair Event Banquet Information Table Reception No Set Up Required Outdoor Fair Event Min Max Capacity Capacity 1 6 0 0 1 6 0 96 1 20 0 0 0 20 0 1 200 0 70 0 1 200 0 0 0 70 0 100 0 100 0 100 0 100 0 100 0 100 0 0 0 100 24 0 0 0 24 0 64 0 6 0 64 0 0 0 6 57 Midtown Outside Locations Space White Hall Front Lawn Click Here to return to the Table of Contents Setup Type Banquet Information Table Reception No Set Up Required Outdoor Fair Event Min Capacity Capacity O OO O O Max 96 12 96 0 12 58 Student Center Room Setup Type Min Max Capacity Capacity Executive Dining Room Standard 0 8 Student Center 201 Classroom 0 60 Empty Space 0 200 Row Seating 30 200 Horseshoe w Head Table 26 45 Conference 0 50 Horseshoe 26 55 Banquet 10 120 Circle of Chairs 6 60 Square 31 54 Student Center 201A Classroom 9 30 Row Seating 20 60 Horseshoe w Head Table 12 25 Conference 5 24 Horseshoe 12 25 Banquet 16 48 Square 12 30 Student Center 201B Classroom 9 30 Empty Space 10 60 Row Seating 20 60 Horseshoe w Head Table 12 25 Conference 15 24 Horseshoe 12 25 Banquet 16 48 Square 10 30 Student Center 202 Classroom 18 36 Empty Space 1 150 Row Seating 50 120 Horseshoe w Head Table 15 36 Conference 15 30 Horseshoe 15 36 Banquet 30 64 Square 24 42 Click Here to return to the Table of Cont
40. ese simple steps to request a login 1 Onthe VEMS Default page under my Account Q Browse gO my Account click Create An Account oo Log In Daily L Create An Account onthly 2 Complete the required information on the User Info Tab Required fields are marked with a red asterisk Confirm the Time Zone is set to Eastern Time Do not change the Time Zone setting unless you really want to be confused You are permitted to submit space reservation requests for Organizations you belong to This is either the university department or student group You may enter more than one The code that you are prompted to enter is used to authenticate your request to create an account The code is case sensitive and therefore you must enter the code exactly as it is displayed If you cannot read the code that is displayed then you can always select Show another code 3 Click Save The request will be sent to VEMS administrators for review Accounts are created usually within 48 business hours Click Here to return to the Table of Contents QO Browse phy My Account Press for assistance Email Name Phone Fax Time 7one Eastern Time Password Confirm Password Your organization s WCSU Dept Student Org 1 q Type the code shown Show another code Save 42 MODIFYING YOUR USER ACCOUNT INFORMATION Your user account specifies your email address your name your phone number your
41. he facility In this example a room request was made for the Campus Center so the AV amp Technology CC and Equipment Campus Center services since these services are building dependent Box Office and Catering are examples of services that are the same no matter which facility is selected As Virtual EMS is expanded and enhanced additional services will be available through AV amp Technology CC Start Time End Time Service Type P v Equipment Personnel Box Office Services Personnel Catering Services Start Time End Time Service Type ae Te none Equipment Campus Center Equipment the event portal for each template Currently some services are available for only some templates You only need to complete the information of the services you need Each type of service will be discussed separately Available services are based on the reservation template Listed below are the most common The most detailed explanation will be under the Audio Visual and Technology Section It is suggested that you review that section even if you do not need that service to learn how the services are ordered through the events portal Click Here to return to the Table of Contents 36 AUDIO VISUAL AND TECHNOLOGY As the title implies this category of services includes sound systems projectors screens Televisions DVD machines computers and podiums The choice of available items depends on
42. ick the Edit icon 7 for the service To cancel delete the service which deletes all items in the service click the Cancel Service Order icon amp for the service To edit a single item for a service for example the quantity and or special instructions for an item click the Edit Item 7 icon next to the item To cancel delete a single item for a service click the Cancel Item icon amp next to the item Click Here to return to the Table of Contents 35 CHAPTER 4 SERVICES Services are items that can be added to the request including catering audio visual amp technology decorating equipment etc Services can be requested when the reservation is requested or later by adding later via the Current Tab Depending on the category of service and the customer type there might be charges added to the reservation Service time can differ from the event time and or the reserved time For example an event might be held between 8 30am and 4 00pm and the reserved time for the room Is 7 30am through 4 30pm A continental breakfast may be scheduled for 8 15am through 9 30am a projector is needed 10am through noon and lunch 12 30pm through 1 30pm As indicated above services can be requested when making a reservation request For a review of this section press here As you scroll through Event Details Customer Details Attachments and Other Information you will see the active services for that location Some services are dependent on t
43. image of the item Here is an example of a presentation clicker pointer and an easel Category AV amp Technology CC Group Equipment Maximum inventory of 5 item 7 Price Notes wu clicker Category AV amp Technology CC Group Equipment Maximum inventory of 37 item 7 Price Notes i Easel Click Here to return to the Table of Contents 37 7 Ifa person is requested to operate the equipment press personnel the sign for Personnel and check Audio Visual Audio Visual Technician Technician Some equipment automatically comes with a technician or attendant For an example please refer to Equipment 8 Use the same logic to request other services An explanation of each services follows this section 9 When you have selected all your items press submit _ 10 At any time prior to the event services can be added modified or deleted by going to the Reservations Detail tab BOX OFFICE For some events sponsors require tickets for entry to help offset the cost of the event WCSU has a centralized box office system to provide those services for you To request box office services please click here and scroll to the bottom of the page CATERING WCSU offers extensive catering services to meet the needs of a group of 2 to a banquet for 500 Please enter the Start and End Times If you need multiple times i e Breakfast and Lunch just enter the earliest and latest times The Service Type will be Catering Th
44. lect classroom If a gentle curve or other specific set up HEGSSER feature is required please add a note to PANNA your reservation Please attach a venue diagram showcasing the type of custom set up required for your event Use the Attachments section to attach the diagram This set up type is only available in the O Neill Center The seating arrangement for this set up consists of bleachers chair backs and rows of chairs facing a stage located at the North side of the Feldman Arena Include any special table and or chair requirements in the Note Section of your request This set up type consists of rectangle tables formed into a square ore rectangle with chairs placed around all sides It is appropriate for small and medium size meetings Please select this set up type when reserving a space that has seating and or furniture permanently assigned to it for example an academic classroom performance hall executive board room lounge etc Click Here to return to the Table of Contents 53 SPAGE INVENTORY Currently the following spaces are available for on line requests through the events portal This list continues to expand Midtown Campus Outdoor Space Alumni Gircle Berkshire Front Lawn Centennial Grove Entry Gate Fairfield Back Lawn Fairfield Front Lawn Higgins Annex Outdoor Patio Higgins Front Lawn Litchield Outdoor Patio Litchfield Side Lawn Quad Recreation Field Scien
45. ly view For illustrative purpose screen shots will be from a sample system PY Ad Dail t ly List thly L ki lend Monthly Calendar S gt August 2010 SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY 1 2 3 4 5 8 9 10 11 12 8 00 AM 9 00 AM 2 30 PM 3 00 PM MT MT MU MU 100 MU MU 120 15 16 17 18 19 9 00 AM 10 00 11 00 AM 2 00 AM MT PM MT CCW Small Conf MU MU 110 22 23 24 25 26 29 30 31 1 2 Powered by 05 You can do the following on the Browse Events page e Change the page view Welcome Tammy Van Boening Today This Week This Month 20 27 FRIDAY hd Filter SATURDAY 7 14 21 28 Option Deseription Daily List Events that are scheduled for the current day s date in a list view Weekly List Events that are scheduled for the current week weeks always begin on a Sunday in a list view Monthly List Events that are scheduled for the current month in a list view Weekly Calendar Events that are scheduled for the current week weeks always begin on a Sunday in a calendar view Monthly Calendar Events that are scheduled for the current month in a calendar view Click Here to return to the Table of Contents 11 e Hover your cursor over the event entry event title do not click to open the Event Details popup which displays more information about the event Q Browse Reservations 45 My Account LY Admin Browse Welcome Tammy Van Boening Room Corpo
46. nter 212 Request 10 Eg 7 14 2014 Mon 2 00 PM 3 00 PM Campus Center 212 Request 10 Eg 7 21 2014 Mon 2 00 PM 3 00 PM Campus Center 212 Request 10 X 7 28 2014 Mon 2 00 FM 3 00 PM Campus Center 212 Request 10 E 6 18 2014 Mon 2 00 PM 3 00 PM p Campus Center 212 Request 10 X 8 25 2014 Mon 2 00 PM 3 00 pM Campus Center 212 feer 10 EJ 9 1 2014 Mon Labor Day 2 00 PM 3 00 PM Campus Center 212 Request 10 Eg 9 8 2014 Mon 2 00 PM 3 00 PM Campus Center 214 Request 10 After Selecting Locations Click the Continue button or press the becaten tab There is no need to accept the terms and conditions at this point The Details tab opens You use the options on this page to enter the event details Click Here to return to the Table of Contents 23 Details Tab Enter the details for the event Required fields are marked with a red asterisk Event Details Event Name Event Type il Event Name be specific this is the name that will appear on all calendars event and door signs Event Type use the pull down menu to select the event type If assistance is needed email EMSHelp Qwcsu edu Customer Details Customer Ist Contact Phone Fax Email Customer If you are only assigned the right to request space for one organization the name will automatically populate If requests can be made on behalf of multiple organizations use the pull down menu to select the appropriate organization
47. ntries are also hyperlinks Click the hyperlink to advance to the referenced information Organization of the manual Chapter 1 Getting Started with VEMS details the procedures for opening and logging into VEMS as well as logging off the VEMS Chapter 2 Browse Menu details the options that are available on the Browse menu including browsing for events facilities and or space as well checking yourself and groups into and out of a building for an event Chapter 3 Reservations Menu details the different types of room requests that can be available to you on the Reservations menu and how you complete a room or services request in VEMS Chapier 4 Services details the different services that can be added to room request including catering audio visual and technology decorating etc Chapter 5 My Account Menu details the options that are available on the My Account menu including creating a new account modifying your user profile setting up delegate accounts setting default values for certain fields on the Room Request page and creating a list of favorite rooms to search when requesting a room Click Here to return to the Table of Contents 5 CHAPTER 1 GETTING STARTED THE BASICS Virtual Event Management System or VEMS is a web based application that allows users to browse events in a calendar view facility information and submit and manage room reservations and service requests You can access VEMS through any standa
48. okings 1313 25 Add booking to personal calendar 6825 Meeting Fax Add all bookings to personal calendar Meeting Social Networking Wednesday December 08 2010 HQ MR1 9 00 AM 10 00 AM MT 9 00 AM 10 00 AM MT Conference 5 Confirmed Tammy Van Boening none x8564 info spectrumwritingllc com none none Wednesday December 08 2010 Wednesday December 08 2010 1 Related Bookings DATE gi 12 8 2010 Wed START TIME 9 00 AM END TIME 10 00 AM TITLE LOCATION HQ MR1 GROUP NAME Meeting Tammy Van Boening Click Here to return to the Table of Contents m 12 e Click the Event Building Room link to open a Location Details popup This window will show information about the event location including the event building details name description and or notes any images that have been associated with the building detailed information for the event room description room type setup type features floor map availability any user defined fields configured for the room and any images that have been associated with the room This view is very helpful to learn more about each location Virtual EMS Location Details Building Details Details Building Code DEN Description Denver Notes DEN Building Room Details Setup Types Features Floor Map Additional Information Availability Room Code 02 East Description 02 East Room Type Video Conference Floor 1ith Floor Si
49. ontract the scheduling office for the space requested SET UP TYPE DESCRIPTION Banquet Expo Trade Show Classroom This set up type consists of groupings of BANQUET round tables with chairs set in such a way SES ab as to facilitate the serving of food small group dialogues etc Depending on the 3 venue selected banquet is offered with 5 round tables which comfortably seats eight 8 and 6 round tables which comfortably seats ten 10 Exhibition style setup with tables or booths for vendors displays products etc Specify the number of tables and or chairs required in the note section of your request CLASSROOM STYLE This set up type consists of rows of tables with chairs facing the front of a room It is appropriate for a long lecture or other events that require extensive note taking Click Here to return to the Table of Contents 51 This set up type consists of rectangle CONFERENCE STYLE tables grouped in the center of a room with Conference chairs placed around all sides It is LI I UH I M appropriate for small meetings 5 IE JE E JE JE Please select this set up type when an event will require a room with open floor space for example a student dance Tables Empty Space chairs audio visual equipment and other resources may be added to this setup type for catering and other event related requirements This set up type consists of rectangle ERIE tables set up in the shape of a horseshow with ch
50. orical tab displays all the past bookings bookings with a date before the current day s date for the selected reservation Reservation Details Additional Information Attachments Back to My Requests Reservation Id 30523 Customer Name Animation Lovers Edit Reservation Event Name Animation Lovers Weekly 1st Contact Name Walt Disney Add Booking Luncheon Phone 203 837 9999 Cancel Services Event Type Meal Service Cancel Bookings Cancel All Bookings Service Availability Add booking to personal calendar Booking Tools Edit Additional Information All Historical Bookings ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP 12 00 PM 1 00 Animation Lovers Weekly SC Student Center Web Banquet A ini PM Luncheon 201A Request 10 EI P 8 16 2014 12 00 PM 1 00 Animation Lovers Weekly SC Student Center Web Banquet Sat PM Luncheon 201A Request 10 EI 8 23 2014 12 00 PM 1 00 Animation Lovers Weekly SC Student Center Web Banquet Sat PM Luncheon 201A Request 10 Dawar ard hw m ems You can do the following on the Current tab To cancel a booking click the Cancel Booking icon amp next to it e To edit a booking click the Edit Booking icon next to it See To edit a booking To add services resources setup notes etc to a booking click the Add Edit Services icon amp next to it and then continue to To add services for a booking For information about services click here e
51. rate Center East ET Meeting Room 301 l Meeting Room 302 Video Conference Room 310 Corporate Center West MT Small Conference Room Video Conference Room 201 Video Conference Room 202 Corporate Headquarters MT Board Room Executive Lounge Meeting Room 1 Meeting Room 2 Corporate Training Center MT 101 Auditorium Auditorium A Auditorium B Wednesday December 08 2010 Mountain Time Log 7 ee To a0 as zee 2 3 e 3 3 10 11 12 PM 1 2 3 4 5 6 7 12 16 10 7 8 30 5 kewl x 21 als 10 10 o 7 8 9 10 11 12PM 1 2 k 4 S 18 50 14 12 7 g Event Type Meeting 5 20 Setup Type Conference 5 20 Status Confirmed 30 Group Tammy Van Boening 30 ist Contact Name none 585 Phone x8564 a ist Contact Email info spectrumwritingllc com 50 12 Hours Filter 6 8 e Click the Event Name or Title to open the Booking Details popup to see details and any bookings related to this booking It also contains links for adding this booking to your personal calendar adding all the bookings for the reservation to your personal calendar and adding the booking to social networking sites such as Facebook or Twitter Virtual EMS Booking Details x Reservation Id Booking Id Event Name Event Type Date Location Reserved Time Event Time Setup Type Status Group ist Contact Name Phone Fax ist Contact Email Event Coordinator Salesperson First Booking Last Booking Total No Bo
52. rd Internet browser It is important that any user of Virtual EMS understand the reservation structure EMS uses a three tiered approach to handling reservations The three levels are Reservation Think of this as the file folder which contains the basic what and who information on an event in other words the name of the event and the sponsor Booking These are the sheets of paper in the file folder They indicate the where and the when of the event There can be one or more bookings for each reservation For example an organization might schedule a conference that spans three days and uses two rooms each day The one reservation has six bookings associated with it services Within each booking there can be any number of service also known as booking details You can think of them as the line items on the papers in the folder Booking details are the items or services needed for an event For example any equipment food service or personnel needed would be indicated as a service Most services have associated service orders which are basically time frames for the use of an item or service For example you might have a request for a projector for 11 30am to 1 00pm within an event that runs from 9 30am to 8 00pm EMS also uses different times for a booking gt Event Time The actual time period for the event gt Setup Tear Down Hours The hours or fraction of hours added to the event time to allow staff to prepa
53. re a room or clean up after an event This would also include the time the customer needs to setup and remove equipment decorations etc gt Reserved Time The total time a facility is reserved which includes the event time and the setup tear down time gt Service Order Time The time period for which a resource or service is needed Click Here to return to the Table of Contents 6 TO ACCESS VEMS 1 Open an Internet browser session 2 In the browser s address field enter the VEMS URL reserve wcsu edu The VEMS Default page opens T f wi taster WCSU EVENT PANNE STATE UNIVERSITY eg Browse d My Account Welcome Guest Welcome to the WCSU Event Planning Portal Browse To Browse the current reservations press Q To log into the system or request a login press amp nt Once logged in to make a reservation or modify an existing reservation press me SST then choose the appropriate template Campus and Student Centers Requests Midtown Campus Outside Space Requests warner Hall Space Requests White Hall Space Requests View My Requests For assistance press gt Information on browsing events can be found in Chapter 2 gt Information about making room requests can be found in Chapter 3 gt Information about My Account can be found in Chapter 5 Click Here to return to the Table of Contents 7 TO LOG INTO VEMS If you do not have a VEMS login account please request an
54. rent Libraries Requests Vehicle Request Reservatior gt N Visual and Performing Arts Requests All Other Facility Requests ID NAMI view My Requests When the page opens the Current tab is the active tab This page lists all your requests that have an event start date that is greater than or equal to the current day s date Current Historical Calendar Reservation Id Event Name Quick Search El Show Cancelled ID NAME CUSTOMER FIRST LAST STATUS LOCATION HAS BOOKING BOOKING SERVICES EE Campus amp Student en ia ad WED Student Center Student gt 30521 DPS Birthday Bash Poe 7 31 2014Thu 7 31 2014 Thu Request Center 201 No Campus amp Student e __ Web I AE l U Bi j i VU 14 MON ol U NE uUe Multi Tes 30522 Club Meeting Centers Board 8 4 2014 Mon 8 12 2014 Tue er Multiple Yes r aaa Animation Lovers 8 0 2014 Sat 8 23 2014 sat WEP Student Center Student veg Request Center 2014 Weekly Luncheon Powered by 25 To view the list of requests in a Calendar view open the Calendar tab e To search for a reservation enter a reservation ID in the Reservation ID field and or a search string in the Event Name field and then click Quick Search Your search is limited to the exact order of the characters in the string but the string is not case sensitive and it can appear anywhere in the search results To view all requests that have a date older than the current day s date open the Historical tab
55. rfield Hall Front Lawn Higgins Annex Outdoor Patio Higgins Hall Front Lawn Click Here to return to the Table of Contents Setup Type Row Seating Information Table Reception No Set Up Required Outdoor Fair Event Information Table No Set Up Required Outdoor Fair Event Banquet Information Table Reception No Set Up Required Outdoor Fair Event Information Table No Set Up Required Outdoor Fair Event Information Table No Set Up Required Outdoor Fair Event Information Table No Set Up Required Outdoor Fair Event Information Table Reception No Set Up Required Outdoor Fair Event Information Table No Set Up Required Outdoor Fair Event Midtown Outside Locations Min Max Capacity Capacity 0 70 0 12 0 70 0 0 0 12 1 10 0 0 1 10 0 96 0 12 0 96 0 0 0 12 0 4 0 0 0 4 1 8 0 0 0 8 1 60 0 0 1 60 0 0 1 32 0 0 0 0 1 8 0 0 1 8 56 Midtown Outside Locations Space Litchfield Hall Outdoor Patio Litchfield Hall Side Lawn 8th Ave Quad Recreation Field Science Building Lawn Warner Hall Side Lawn Click Here to return to the Table of Contents Setup Type Information Table No Set Up Required Outdoor Fair Event Banquet Information Table No Set Up Required Outdoor Fair Event Row Seating Information Table Performance w End Stage No Set Up Required Outdoor Fair Event Volleyball Football Rugby Soccer Field Hockey Lacrosse No Set Up R
56. s Requests Edit My Account ocation User Options 2 The Personalize tab is the active tab Q Browse Reservations 43 My Account Help Welcome Mickey Mouse Select process to personalize SELECT PARENT MENU PROCESS Reservations All Other Facility Requests Reservations Campus and Student Centers Requests Reservations Visual and Performing Arts Requests Select a template above to customize your selections 3 Select the room request process for the facilty room you want to set default values The Personalization Options section is displayed This section displays the options for the template for which you can set default values The Campus and Student Centers will be used for illustrative purposes 4 Set the default values as needed for any of the displayed PERTRA options then click Save Preferences For this example Start Time Midtown will be the default campus and the default room sarme type will be Conference Meeting Room These values can T be changed when making an actual reservation Display Results As List Grid i Event Name 5 Now any time you select this room request process on the Reservations menu the default values that you enter here Event Type are automatically displayed when the Room Request page __ opens Midtown Campus Facilities Repeat steps 3 through 5 to setup default values for other room ae Type i request templates no preference x Room Type Conference Meeting Room
57. s displayed indicating any attachments that were added to the reservation including the following information for each attachment the attachment description the attachment file name and any notes that were entered for the attachment For this example a pdf file was attached showing the proposed table locations You can do the following on this tab To delete an attachment from a reservation or request click the Delete icon amp next to It e To attach another file to the reservation or request click Attach File A dialog box opens in which you can browse to and select the attachment Allowed attachment formats are csv doc gif pdf txt xls xlsx and tif Q Browse Reservations 23 My Account Help Welcome Mickey Mouse Reservation Details Additional Information Buene Back to My Requests en Attachments FILE NAME DESCRIPTION FILE NAME NOTES Ei DPS Birthday Bash pdf DPS Birthday Bash pdf All Current Historical Bookings ACTIONS SERVICES DATE TIME TITLE LOCATION STATUS SETUP El 4 7 31 2014 Thu 8 00 AM 2 00 PM DPS Birthday Bash SC Student Center 201 Web Request Banquet 50 Powered by gems Click Here to return to the Table of Contents 30 CURRENT TAB The All tab displays allthe bookings for the selected reservation regardless of the booking date The Current tab displays all the current bookings bookings with a date greater than or equal to the current day s date for the selected reservation The Hist
58. service includes equipment you might need FX for your event Examples might be a flag dance equipment floor stage backdrop coat rack etc As you did 212 214 Blinds with Audio Visual Services click Equipment to see Backdrop WCSU a list of available equipment Remember not all ee PE equipment is available in all spaces or in all ae a buildings Jen Portable Just click the equipment you need and the quantity Tanp on Poles needed Indicate special instructions as Piano necessary If you request the Coat Room an Stage Lighting attendant will automatically be schedule and billed AOJE LONNI TE Tent 10 x 10 Popup INTERNET AND TELEPHONE SERVICES This service includes internet access and telephone lines and technicians Through this su mrime Ge SE service you will also be able to request wireless v Telephone and Internet Access internet access for your guests When making Guest Intemat Avoest Serves 1 Internet Connection your request you make leave Service Type blank Telephone connection As shown in Audio Visual Technology check the eer item you need and leave the default 1 for guest accounts and internet access and enter the number of separate telephone land lines needed Click Here to return to the Table of Contents 39 POLICE SERVICES These services include requesting police officers EMTs building and grounds officers and metal detectors When making your request you make leave Service Type
59. st In this example the user Mickey Mouse can assume the identify and all the rights of Mark Gegeny or Paul M Simon All the actions taken by Mickey Mouse will be in the name of the person selected That name will now appear in the Welcome window Welcome Mickey Mouse Mark Gegeny Mickey Mouse Paul M Simon TO LOG OUT OF VEMS i i hd owse eservations unt Help lt Browse Reservations 23 My Accoun elp Click My Account then EP LOG Out Log Out E tome me Edit My Account User Options You will receive the Logout message WESTER a onxecricor_ WCSU EVENT PLANNING PORTAL 4 Browse 83 My Account Welcome Guest 2 Thank you for using the WCSU Event Planning Portal Comments and suggestions are appreciated Please email EMShelp wcsu edu Click Here to return to the Table of Contents 9 CHAPTER 2 BROWSE MENU connecricor WCSU EVENT PLANNING PORTAL eg Browse E teservations d my Account Help dome browsing for space and for locating groups This chapter covers the following topics Browsing for Events Browsing for Facilities e Browsing for Space e Locating a Group Click Here to return to the Table of Contents Welcome Mickey Mouse The VEMS Browse menu contains options for browsing for events browsing for facilities 10 BROWSING FOR EVENTS The Browse Events page in VEMS displays events in a daily weekly or month
60. ts web page University Master calendar etc If you do not want to have your event listed enter that information in Additional Information which is discussed later in this chapter Click Here to return to the Table of Contents 21 Y Click Find Space The system will return a list of available rooms that meet your criteria A list of available rooms that meet the search criteria are displayed Info Location Details Selected Locations No rooms currently selected List view under List tab Grid Availability SELECT AVAILABLE LOCATION CAPACITY PRICE Request 1 1 Campus Center 214 40 1 1 Campus Center 212 and 214 100 1 1 Campus Center 212 50 Info Location Details pe Grid view under Grid No rooms currently selected tab This view is helpful cist Campus Center 214 40 to see what times the Tuesday July 15 2014 16 Hours room iS being used Room cap 7 8 9 10 11 2m 1 2 3 4 5 6 7 8 9 10 z Campus Center Campus Center 212 60 Ll gg plan Clasp Campus Center 212 and 214 100 single Day Search To select a room click the Add icon amp next to the room in either the list or grid view An alert might open when the room is selected After the alert is read click OK to close the alert box and continue with room selection To select multiple rooms click those amp icons The room s will appear in the Selected Locations area on the Locations tab In this example Student Center 201 was
61. vorites Name Student Center Conference Save Locations in your favorites No one matched your request Facility Room Types Floor Student Center Conference Meeting Room all v Q Top 500 Rooms matching your filter ADD FACILITY ROOM ROOM TYPE FLOOR Student Center Executive Conference Room Conference Meeting Room 2nd Student Center Student Center 201 Conference Meeting Room 2nd Student Center Student Center 201A Conference Meeting Room 2nd Student Center Student Center 201B Conference Meeting Room 2nd Student Center Student Center 202 Conference Meeting Room 2nd Student Center Student Center 202A Conference Meeting Room 2nd Student Center Student Center 202B Conference Meeting Room 2nd Student Center Student Center 209 Conference Meeting Room 2nd Student Center Student Center 221 Conference Meeting Room 2nd Student Center Student Center 226 Conference Meeting Room 2nd 6 Click the Select icon amp next to each room that you want to include in your Favorites list Personalize My Favorites Name Student Center Conference Save REMOVE FACILITY ROOM ROOM TYPE FLOOR x Student Center Student Center 226 Conference Meeting Room 2nd x Student Center Student Center 201 Conference Meeting Room 2nd E Student Center Student Center 201A Conference Meeting Room 2nd E Student Center Student Center 201B Conference Meeting Room 2nd x Student Center Student Center 202 Conference Meeting Room 2nd x Student Center Student Center 202A
62. ze 1000 Phone x2101 Setup Hours 0 50 Teardown Hours 0 50 Notes Board Room 3 e Click Filter to open a Filters popup and specify the information that is to be displayed on the Browse Events page Date 12 8 2010 Wec 33 Facilities all Room x all vi x Event Type all Event Name Group Name Group Type all vi Apply lSave Reset If you select Save and then click Apply your filter settings are remembered the J next time that you open the Browse Events page Click Here to return to the Table of Contents 13 BROWSING FOR FACILITIES The Browse Facilities page displays all the rooms you can schedule an event To open press Browse click Browse for Facilities Rick Scene Browse for Space The page can display all the room in one of two formats v By Setup Type a list of the rooms grouped by setup type Event Management Systems seneste ter Virtual EMS Q Browse Reserva tions B My Accoun t LY Admin Welcome Tammy Van Boening Browse Y 2 By Setup Type By Room Filter Setup types by Room SETUP TYPE LOCATION MIN CAPACITY CAPACITY Banquet CTC Aud o 40 CTC Aud B 0 40 CTC Auditorium 0 100 HQ Exec Lounge 0 40 Classroom CCE MR 301 0 12 CCE MR 302 0 20 CCW Small Conf 0 10 CTC 101 0 20 CTC 102 0 20 CTC 103 0 30 CTC 104 0 30 CTC Aud A 0 50 v By Room alist of the setup types grouped by room Event Management Systems

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