Event Management System (EMS) EMS Web App

Transcription

1 Event Management System (EMS) EMS Web App

2 Event Management System (EMS) Maintain a centralized and transparent calendar fr all campus spaces and users Web based, self service, space, and supprt service requests (EMS Web App) Integratin with Master Calendar and Haverfrd website fr event publicity Centralized and cnsistent cmmunicatin

3 Website landing page fr everything EMS related at Haverfrd Prtal t EMS Web App (t make reservatin) and supprt dcumentatin Click EMS Web App buttn n haverfrd.edu/reserve

4 Submitting a Reservatin Lgin using Haverfrd user ID and passwrd

5 Submitting a Reservatin Menu Optins: Hme - View and manage upcming bkings Create a Reservatin - frms t submit bkings My Events - Past, present, and future reservatins Brwse Lcatins - Lcatins n campus, t see what is and isn t reserved

6 Submitting a Reservatin Click bk nw next t apprpriate frm under My Reservatin Templates menu

7 Submitting a Reservatin Cmplete Date & Time details t search fr available spaces: Date - date f request Reccurrence - select this ptin fr events with multiple dates Start / End Time - time f the actual event Additinal setup and breakdwn times will be added by Supprt Services Lcatins - search fr rms in specific buildings/areas f campus Click search belw lcatins when yu ve selected yur desired building

8 Submitting a Reservatin Select Find Space

9 Submitting a Reservatin Select blue + next t rm(s) yu wuld like t select Enter the number f Attendees Select the Setup Type Click the blue Next Step buttn at the tp right hand crner

10 Submitting a Reservatin Select the services required fr yur event Husekeeping, AV, Catering, etc Click the blue Next Step buttn n the tp right hand crner t prceed

11 Submitting a Request Supprt Service Requests Available based n lcatin f reservatin Only requestable 7 r mre business days prir t event Within 7 business days please cntact Cnferences & Events Supprt Services Husekeeping AV Cnference Phne Catering Campus Safety

12 Submitting a Reservatin Cmplete infrmatin abut event Event Details: Event Name Event Type: type f event fr reprting purpses Grup Details Grup: Department supprting event Students shuld select name r club Phne/Alt. Phne: cntact number during event cntact fr event and cnfirmatin Additinal Infrmatin Publicity Setting: Whether the event appears n Master Calendar Department Accunt: Select the department yu are reserving the rm fr Attachments: diagrams, additinal event infrmatin

13 Submitting a Reservatin Calendar Visibility (Other Infrmatin) Linked with Haverfrd site calendar fr publicity Visibility Optins: General Public: visible t anyne visiting website N ne: nt shwn n calendar Lp Mbile App: Student mbile app fr event publicity

14 Submitting a Reservatin (n behalf f anther department) Select the magnify glass next t the Grups field Search fr the department yu wuld like t add Select name New department nw appears in yur grup drp dwn menu. Cntacts fr that department will display under first cntact.

15 Request Submitted Review summary page Lg back in 7 r mre business days prir t event t make changes

16 Event Request Summary Sent after submitting a bking (has nt be reviewed)

17 Cnfirmatin Sent with 48 hurs f submitting reservatin Includes rm and supprt service apprval

18 Edit Event 7 r mre business days prir t event Select My Events n the left side f the screen Click n the title f the event t edit details

19 Event Publicity If yu select General Public fr calendar viewing, the event will appear n apprpriate calendar within 4 hurs with the event title, cntact name, and . Cnferences & Events will send an 48 hurs after reservatin cnfirmatin with a link t enter publicity details (descriptin, image, etc ) All public events will receive publicity

20 Feedback Reservatins questins and supprt service requests: Cnferences & Events # (x4923) Office lcated in Campus Center, Office 007