Event Scheduling Reference Sheet

Booking a New Event

  1. In your favorite browser, navigate to Bates Virtual EMS: (https://events.bates.edu/VirtualEMS/)
  2. Click on My Account and log in to EMS with your Bates Network Username and Password
  3. Click on the Reservations tab and select the form of choice
    • EZ Room Request – Requires NO set-up needs and for meetings onlyUse this form when you need a room for a meeting that requires no additional needs. You will not be prompted for any features, set-up types or additional needs such as catering or facility services. This request requires no advanced notification, however may still require approval if you select a room of this nature.
    • Room Request- Requires set-up needsReasons for choosing this form?
      • You want to search for a room that has a specific feature, such as a computer and a projector
      • Your event requires specific table set-ups, i.e, open conference or round tables
      • Your event requires catering or facility services

EZ Request – No Set-up or Public Calendar

  1. Select a Date–calendar icon on right
  2. Select a Start and End time for your meeting
  3. Choose a Facility
  4. Enter Attendance
  5. Click Find SpaceA list of rooms in the building you have selected will appear. Two red lines will indicate the time frame you have selected. Note: The time blocks that appear in blue are not available for booking.
  6. Click the Green Plus symbol next to the left of the room desiredYou will see your selected location appear in the Location box above. You can click the Red X to remove this location if an error was made.
  7. Click continue (scroll down to the bottom of the page)
  8. Populate the fields: Name, Type, Group, Person Responsible, Phone, Email
  9. Click SubmitA reservation Detail Box will appear. Please note the status of the event.

Room Request – Requires Set-up or Public Calendar

  1. Select a Date
  2. Select a Start and End time for your meeting
  3. Choose a Facility
  4. Enter Attendance (You have the option to only look at rooms that have the features you select.)
  5. Click Find SpaceA list of rooms in the building you have selected will appear. Two red lines will indicate the time frame you have selected. Note: The time blocks that appear in blue are not available for booking.
  6. Click the Green Plus symbol next to the desired roomYou will see your selected location appear in the Location box above. You can click the Red X to remove this location if an error was made.
  7. Agree to terms and click continue
  8. Populate the fields: Name, Type, Group, Person Responsible, Phone, Email
  9. You must answer the other information: Catering, Alcohol, Setup Time, and External Customer
  10. Add any notes to this event that you feel is important to the approver
  11. If you select yes to additional set-up time, then please describe how much time you need in your notes

Modifying an Existing Event through Virtual EMS

  1. Click Reservations tab
  2. Click View My Requests
  3. Click the Current View tab. You will see a list of events. (Note: Events that have been cancelled will not appear. You must check the Show Cancelled check box.)
  4. To modify an event in this list, simply click the Event Name (You will notice that it is blue)The Reservation Detail Box will appear

To Edit Reservation Details

  1. Click the Edit Reservation link in the Reservation Details BoxThis Allows you to change the very basic information about an event:
    • Event Name
    • Type
    • Group
    • Person Responsible
    • Phone and Email

    You can make any changes needed, and simply click save when complete

To Cancel a Booking

  1. You can either click the cancel booking link under the Reservation Details Box, or click the Red “X” under actions in the booking box
  2. You will be prompted to enter a reason and notesYou will notice the status will change to Web Cancelled

    Note: Once a booking has been cancelled, it can no longer be restored. If this was done in error, you will be required to rebook the entire event.

To Add or Remove Services to an Event

  1. Click the Green + under the services section in the bookings boxNote: You can look at which services are already added to this event by using the magnifying glass to the right of the Green “+”
  2. Click the service you wish to addNote: Some services require additional set-up time, i.e, Campus Security may show that the booking violates the category date restriction. This means you cannot add this service, as security needs are restricted to more notification time.

To Change the Attendance of an Event

  1. Under the bookings box, simply click on the number under the Set-up columnThis will prompt you to enter a new number

    Note: You cannot exceed the max capacity of the room. You can always click on the room name under the location column to get room details

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