Room Reservations. Office of Fraternity and Sorority Affairs

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Tamsin Maxwell
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1 Room Reservations Office of Fraternity and Sorority Affairs 2016

2 Table of Contents I. Gaining Access How to get your organization approved by the events office to access the Virtual EMS room booking site... 2 II. Reserving a Room Browse for Space Learn how to navigate your way through the Virtual EMS website to successfully request reserving space on campus... 3 Submit a Reservation Request Learn how to navigate your way through the Virtual EMS website to successfully request reserving space on campus... 3 III. Reserving a Table Need a vendor table in the campus center for recruitment, event advertisement, or bake sale? Learn the proper way to reserve one... 4 IV. Planning a Large-Scale Event Hosting a large scale event with 50+ invitees? Here, you can learn about the necessary steps to pull off your event successfully... 4 V. Important Contacts and Information Events Office Staff Events Office Location and General Contact Information Important Websites Shuttle Requests Last-Minute Requests Requests should be made no later than two weeks out. However, there are some occasions where last minute changes can be accommodated... 4 Page 1 of 5

I. Gaining Access First, discuss with your organization who shall have access to reserve space. Only three members at a time are able to have access.

3 I. Gaining Access First, discuss with your organization who shall have access to reserve space. Only three members at a time are able to have access. Those three members will have to fill out the following instructions to gain access to the Virtual EMS website that is used for reservation requests at Rutgers-Camden: 1. Type the following into your web browser 2. From the homepage, scroll your mouse over My Account then click Create An Account 3. Fill out the form below with your respective information 4. After filling out and submitting a request for an account, you will receive an from the events office if approved 5. Once approved, you will have the ability to request space for rooms or vendor tables through the Virtual EMS website Page 2 of 5

II. Reserving a Room Browse for Space 1. After logging in to your account, you can scroll your mouse over Browse and click Browse Events to view the scheduled events on campus. 2.

If you would like to submit a request for a space, follow the instructions below: Submit a Reservation Request 1.

Fill out the respective information and click Find Space 3. After you click Find Space, you will see a list of the rooms that can accommodate your request and whether or not they are available 4.

4 II. Reserving a Room Browse for Space 1. After logging in to your account, you can scroll your mouse over Browse and click Browse Events to view the scheduled events on campus. 2. If you would like to look for available spaces to reserve on campus, click Browse for Space after scrolling your mouse over the Browse tab. Here, you will only be able to view the available rooms. If you would like to submit a request for a space, follow the instructions below: Submit a Reservation Request 1. On your homepage, scroll your mouse over Reservations and click Request Campus Space 2. On the left side of the page, you will see the form to the left. Fill out the respective information and click Find Space 3. After you click Find Space, you will see a list of the rooms that can accommodate your request and whether or not they are available 4. To select one of these rooms, click the green and white plus sign in the Select column in the row of the room you would like to choose 5. Click Continue 6. Fill out all of the necessary information on the form that follows. *Note: be as specific as possible 7. Click Submit after reviewing all of your specifications 8. If you have filled out the form properly, you will see the following message (right): Page 3 of 5

III. Reserving a Table 1. On your homepage, scroll your mouse over Reservations and click Request Vendor Table 2. Fill out the respective information for When and Where and Setup Information 3.

5 III. Reserving a Table 1. On your homepage, scroll your mouse over Reservations and click Request Vendor Table 2. Fill out the respective information for When and Where and Setup Information 3. Click Find Space 4. After you click Find Space, you will see a list of the tables that are available. On each day, there is only allowed one bake sale table at a time. If you do not see the following as an option, this means that another organization has scheduled a bake sale for that date and time 5. After clicking the green and white plus-sign button next to your desired vendor/bake sale table, click Submit 6. Fill out the respective information regarding your table. *Note: be as specific as possible 7. Click Submit 8. A pop-up will appear congratulating you on successfully submitting a request for space if you have followed these instructions IV. Planning a Large-Scale Event If your student group is hosting a fundraising event, conference, need a liquor license, or need space on a weekend night with a special set-up, this could be considered a large-scale event. Often the Events Office will want to sit down with a leader in your organization to discuss how to make your big event possible and a success. In addition to reserving space via Virtual EMS, you will want to contact the Events Office staff and have the following information readily available: What are the desired dates/times for your event? Are they flexible? What is your expected attendance? Will you be serving food? If so, do you know from where? Is your organization s advisor aware of the planning for this event? Who is your target audience for this event? (For example: Rutgers students/faculty/staff, the Camden community, guests from other campuses, etc.) Are you planning to have an admission fee? If so, will it be prior to the event, at the door, or both? Are you inviting any special guests? (For example: politicians, chancellors, deans, etc.) Page 4 of 5

6 Do you need special parking arrangements for guests who are not affiliated with Rutgers? Additionally, know in advance if you will be needed any outside vendors such as SONUS for sound systems, an ice-cream truck, etc. Finally, have an idea/mapped out plan of how you would like the room set-up for your event. The Events Office is happy to work with you to make your specifications possible! To be as efficient as possible, have clear goals and ideas in place prior to meeting with them. V. Important Contacts and Information Events Office Staff Kristin Walker, Director of Campus Wide Events & Event Services Kelly Carlucci, Assistant Director of Events Cynthia Kendall, Conference Coordinator Dana Corse and Jana Sharp, Assistant Conference Coordinators Events Office Location and General Contact Information 211 North 5 th Street (Corner of 5 th and Lawrence) reserve@camden.rutgers.edu Phone: (856) Important Websites Virtual EMS: Events Office Website: Shuttle Requests Go to the Events Office website Select Shuttle Transportation Service Click on the Shuttle Request Form *Note: Be mindful that there is a cost for a shuttle. Please discuss with your organization s advisor if a shuttle is necessary for an event and alert them about your request. Last-Minute Requests Day-of changes cannot be made to your requests, however you can make changes within a reasonable amount of time: o Vendor tables: 24 hours o Small changes to room requests: Two business days Example of small change: adding a chair or table o Large changes to room requests: Five business days Example of large change: Head count, catering, set-up, security, facility Page 5 of 5

WELCOME TO THE UNIVERSITY OF VERMONT EMS PORTAL TRAINING BY THE END OF THIS TRAINING YOU WILL BE ABLE TO:

WELCOME TO THE UNIVERSITY OF VERMONT EMS PORTAL TRAINING BY THE END OF THIS TRAINING YOU WILL BE ABLE TO: 1. Request space on campus for events 2. Set up reoccurring meetings on campus 3. Request additional