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Clyde Kelley
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1 Walton Conference Hub Event Management System Welcome to the Walton Conference Hub Event Management user guide. This guide is intended to help you schedule your event in the right place at the right time. Please read the instructions on how to browse for facilities and space (availability); how to create your account; how to make a request for space and services once your account is approved; and how to view all your requests. If you have any questions, please contact the staff at the Walton Conference Hub at meetings@walton.uark.edu or call Visit: Contents Browse Facility and Availability...1 Browse Facilities...1 Browse for Space (availability)...2 Submit New Request...3 Log In-Existing Users...3 Log In-First Time Users...3 Request Space and Enter Details of Your Event...4 Event Summary...6 Different Times for Rooms within a Reservation...6 View Requests...7 Browse Facility and Availability Use the Browse menu to see room options within the Walton Conference Hub as well as the availability of those rooms. These may be viewed without logging into the online reservation system. Browse Facilities Browse facilities to find a list of rooms and room details offered by the Walton Conference Hub. 1

2 View by room (click on room number link for details about the room) The location details provide allowable setup types, capacities, features in that room, and photos. Browse for Space (availability) Click on the Filter link to search by specific date or facility (Reynold s Center or Walker Hall). 2

Submit New Request Log In-Existing Users Click on the Log In tab and enter user ID and Password. NOTE: If you are a UARK user, please login with your UARK username and password.

3 Submit New Request Log In-Existing Users Click on the Log In tab and enter user ID and Password. NOTE: If you are a UARK user, please login with your UARK username and password. Log In-First Time Users First time users must create an account. Complete all fields. Fields with an asterisk are required. Click save. Your account request will be approved within two business days. Once you receive an approval , you may login to request your event. 3

Facility Estimated Attendance Setup type (optional) For events that will occur more than once, select a recurring date using the Recurrence button.

4 Request Space and Enter Details of Your Event To submit a new request, click on Conference Hub Space Request and then Make New Request. A new screen will pop up to enter event details: Date Start & End Times o These times should reflect the full time access is needed, not just actual event time. Facility Estimated Attendance Setup type (optional) For events that will occur more than once, select a recurring date using the Recurrence button. Choose a start and end time (enter in fields or use clock) Select the Recurrence Pattern Select the day or days of the pattern o Daily o Weekly o Monthly o Random Dates Choose the first date and last date of the recurrence (enter in fields or use calendar) Click Apply Recurrence 4

Once the date, time, facility, and estimated attendance are entered, a calendar for the date selected will pop up with a list of rooms. A blue bar indicates the room is booked during that time.

Once all rooms have been added to your request, click the yellow SUBMIT button at the bottom of the page. Next, enter the details about your event.

5 Once the date, time, facility, and estimated attendance are entered, a calendar for the date selected will pop up with a list of rooms. A blue bar indicates the room is booked during that time. Click on the green and white plus sign to add a room to your request. Click on the room name link to find details about the room. Once all rooms have been added to your request, click the yellow SUBMIT button at the bottom of the page. Next, enter the details about your event. Fields that have a red asterisk are required to be completed. **Please note, your group name should be listed in the drop down menu to select from. If it has not been assigned yet, click on the magnifying glass to pull up a list of groups in our system. If your group is not listed, select Temporary Group. We will create your group upon completion of your request. Once all the required fields have been filled out, click the yellow SUBMIT button. 5

Event Summary Your request has been submitted. An email confirmation will be sent to the email listed on event request.

In this screen, you are able to edit your reservation by clicking on the appropriate link on the right side.

6 Event Summary Your request has been submitted. An confirmation will be sent to the listed on event request. Requests will be processed in one-two business days and a letter of agreement will be sent to you for signature once event is approved. In this screen, you are able to edit your reservation by clicking on the appropriate link on the right side. Different Times for Rooms within a Reservation In the event summary screen, click on the Add Booking link. You will be taken back to the original request screen. You will only need to enter time and location details. The information previously entered will automatically be added to the additional room request. 6

7 View Requests Once you login, you are able to view a record of your requests. Click on Conference Hub Space Request and View My Requests. Click on the CURRENT tab for events that have not occurred yet. Click on the HISTORICAL tab for a list of events previously reserved. 7

EMS Walk. Browse Events: Events in University Housing Space

EMS Walk. Browse Events: Events in University Housing Space EMS Walk This guide explains the various components of University Housing s Event Management System (EMS) and provides step-by-step instructions for new users. EMS Web App Home Page (formerly Virtual EMS)