Reserve Space for a Simple Meeting Reserve General KSU Space Information Technology Services Outreach and Distance Learning Technologies
Reserving Space for a Simple Meeting A simple meeting is a meeting that does not require any type of setup, special audio/visual needs, an audio/visual technician, parking, food/catering, or additional support from any other campus entity. The rooms are booked asis." When booking a simple meeting, there is no need to contact the room approver. If you need to submit a request that requires any kind of setup, special audio/visual needs, an audio/visual technician, parking, or food/catering, please fill out the Campus Event Request form, which can be found on the VEMS Website. Please refer to the Campus Event Request Form documentation at www.its.kennesaw.edu/cdoc for more information. The following explains how to reserve general KSU space for a simple meeting: 1. In the Toolbar Dropdown Menu, place your cursor over Reservations. A dropdown menu will appear (See Figure 1). Figure 1 Reserve General KSU Space 2. Click on Reserve General KSU Space (See Figure 1). 3. The Room Request screen will appear (See Figure 2). Figure 2 - Room Request Screen Note: Items marked with a red asterisk ( ) are required by the VEMS system. Page 2 of 6
4. Under When and Where on the Room Request screen, enter the date for your meeting in the date field (See Figure 3). Figure 3 - When and Where: Date 5. In the Start Time and End Time fields, enter the start time and end time for the meeting (See Figure 4). Figure 4 - Start & End Time 6. In the Facilities dropdown, choose the location where the meeting will take place (See Figure 5). Figure 5 - Location 7. In the Attendance field under Setup Information, enter the number of people you estimate will attend your meeting (See Figure 6). Figure 6 - Setup Information: Attendance Note: The attendance number you enter is applied as the setup count to your bookings. Rooms that do not have the capacity to accommodate your request will be excluded from your search. 8. Click on the Find Space button. Page 3 of 6
9. The system will display all available rooms based off your search parameters as a list on the right side under Availability (See Figure 7). Figure 7 - Availability 10. Click on the green box ( ) next to the room you wish to reserve for your meeting (See Figure 8). Figure 8 Selecting a Room 11. Your room will be added above Availability in the Selected Locations area (See Figure 9). Figure 9 - Selected Locations Note: Only select the number of rooms you need to book for your event. Every selection will add the room to your reservation and prevent others from using that room. Page 4 of 6
12. Once you have added a room(s) to your request, click on the Continue button at the bottom of your screen to access the Event Details screen (See Figure 10). Figure 10 - Continue to Event Details 13. The Event Details screen will open. Under Event Details, complete the Event Name and Event Type fields (See Figure 11). Figure 11 - Event Details 14. Under Dept. or Organization Details, select your Dept. or Organization from the dropdown list (See Figure 12). Figure 12 - Selecting your Dept. or Organization Note: If your Faculty or Staff Department does not appear in the Dept. or Organization dropdown list, please contact the Service Desk at 770-423-6999 or email at service@kennesaw.edu. 15. In the 1st contact information dropdown, select the name of the person responsible for planning the meeting or event. Your information will auto-populate for the Name, Phone, Email, and Fax fields. (See Figure 13). Figure 13 - Dept. or Organization Details 1st Contact Note: If the required name does not appear in the 1st Contact dropdown(s), select (Temporary contact) and manually enter your information into the appropriate fields. Page 5 of 6
16. Under Other Information, provide any additional information if needed (See Figure 14). Figure 14 - Other Information 17. When finished, click the Submit button at the bottom of the page (See Figure 15). Figure 15 - Submit Button 18. Your reservation will be completed and the Reservation Summary page will display (See Figure 16). Your reservation will be confirmed in VEMS. Figure 16 - Confirmation: Reservation Summary Additional Help For additional help related to making your reservation, please contact University Events in either of the following ways: Phone: 770-423-6252 Email: events@kennesaw.edu You can learn more about University Events by visiting their website: http://www.kennesaw.edu/events For technical issues, please contact the KSU Service Desk: Phone: 770-423-6999 Email: service@kennesaw.edu You can learn more about the KSU Service Desk by visiting their website: http://its.kennesaw.edu/faculty-staff Page 6 of 6