Virtual EMS Step by Step Instructions to Submit Online Room Reservation Requests Events Management Office Rick McCluskey ● Kristy Collins

Events Management Office Rick McCluskey ● Kristy Collins With just a few clicks of the mouse, Faculty, Staff, and Students now have the option to create online room requests: 1) Set up your Virtual EMS account 2) Browse for available space 3) Choose a room appropriate for your purpose 4) Submit your room reservation request*** 5) Your room reservation request will be forwarded to the Events Management Office for review and approval. (You may be contacted by the Events Management Staff by either phone or if additional information is needed to approve your request.) 6) Once your request has been approved you will receive a detailed confirmation via . ***Online requests must be submitted at least 48 hours prior to the reservation date to allow sufficient time for processing and approval. For emergency reservations (scheduled within 48 hours of reservation date) please call the Events Management Office. ***Requests can be cancelled online 7 days in advance of the reservation date. To cancel within 7 days of the reservation date please call the Events Management Office. The Events Management Office invites you to submit your room reservation requests online!

Step 1: Log-on to Virtual EMS Events Management Office Rick McCluskey ● Kristy Collins

Step 2: Select “Create An Account” Create An Account Events Management Office Rick McCluskey ● Kristy Collins

Step 3: Enter and Save User Info Events Management Office Rick McCluskey ● Kristy Collins Complete the User Info fields. Fields with a red asterisk are required. Click Save

Step 4: User Account Pending Events Management Office Rick McCluskey ● Kristy Collins After clicking the Save icon, you will receive this message stating that your data was saved, and your account is pending. The Events Management Office will review and approve your user account, and will notify you when you are able to log in to Virtual EMS.

Step 5: Log In To Virtual EMS Events Management Office Rick McCluskey ● Kristy Collins Log In Once your account has been approved, you will be able to log in to Virtual EMS.

Step 6: Log In To Virtual EMS Events Management Office Rick McCluskey ● Kristy Collins Enter User Id ( ) and Password (created in Step 3) Click Login

Step 7: Room Request Events Management Office Rick McCluskey ● Kristy Collins Room Request

Step 8: Room Request Events Management Office Rick McCluskey ● Kristy Collins When and Where/Setup Information: Select a Date, Start Time, End Time, Facility (Building) and expected Attendance for your event. Click Find Space

Step 9: Available Rooms – List Format Events Management Office Rick McCluskey ● Kristy Collins The available rooms will appear in the List Results can also be shown in Grid format (see next slide for example) Click on the Green + icon to select preferred room

Step 10: Available Rooms – Grid Format Events Management Office Rick McCluskey ● Kristy Collins The available rooms will appear in the Grid Click on the Green + icon to select preferred room

Step 11: Review Selected Location Events Management Office Rick McCluskey ● Kristy Collins The room selected will appear in the Selected Locations area To remove the room, click on the red X Click on Continue to Submit Reservation

Step 12: Details Tab Events Management Office Rick McCluskey ● Kristy Collins Complete the following fields: Event Name, Event Type, Group, 1 st Contact, Phone, Audio/Visual Needs (if applicable) and Setup Notes (if applicable). Click Submit Reservation

Step 13: Review Reservation Details Events Management Office Rick McCluskey ● Kristy Collins Click on the Services icon to view the Audio/Visual Needs and Setup Notes

Step 14: Review Reservation Details/Make Changes As Necessary Events Management Office Rick McCluskey ● Kristy Collins To edit Booking (Room, Time, Date), Click the clock icon under Actions Review the reservation details for accuracy Make any changes as necessary To edit Reservation (Contact, Phone Number, ), Click Edit Reservation

Step 15: Approval Status Events Management Office Rick McCluskey ● Kristy Collins The Status will remain as “Web Request” until the request is approved by the Events Management Office, at which time it will read “Web Confirmed”.

Step 16: Approval Notification Events Management Office Rick McCluskey ● Kristy Collins Once approved, the Events Management Office will send an confirmation outlining the reservation details.

Events Management Office Rick McCluskey ● Kristy Collins Please contact the Events Management Office with any questions you may have regarding Virtual EMS!