EMS: Adding new spaces/rooms to EMS

Applies To

EMS Desktop and Virtual EMS (VEMS/WebApp)

Step-by-Step

If you would like to add rooms to EMS and VEMS for reservation requests.

  1. Determine which building and rooms need to be added
    1. Need to know the setup of the room (are the tables and chairs in a hollow box or conference style, or auditorium, etc.)
      1. What's the default setup type?
      2. What other setups can be done if tables and chairs are movable?
    2. What is the max capacity of the room for each setup type the room can be configured for?
  2. What are the reservation request policies/usage for these rooms?
    1. Who can book these rooms? Is it specific department(s) only, students, staff/faculty? Specific students such as Tuck Students, Geisel Students, etc.?
    2. Can they request/reserve them through VEMS online?
    3. Who will manage these requests and send out confirmations?
    4. Do you require any services such as AV services, table and chair setups, etc?
    5. What is the lead time required to make a request? (for instance if room is available now, can they book/request now? Or do they need to make request at least 24 hrs ahead of time (or some other value))
    6. How far ahead can they book a space? (from now till 3 months out, or a year, or no limit)
  3. Is there any approvals needed from anyone when a room is requested?
  4. Is there any restrictions where one room request may block another room from being requested? (i.e. if room 1 is booked then room 2 cannot be used for another event due to noise)

Once you have gathered the information above, you can submit a ticket to the Packaged Applications team here, with the details above included and someone will contact you to review and setup.

 

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