Requesting Space(s)‌

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1. Log in to Virtual EMS using your Stern username and password. A link to Virtual EMS can be found in SternLinks.

2. Click on Reservations->Request a Space. You should see the following:

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3. Specify the date/time of your event along with what type of space you are looking for and the estimated number of attendees

4. Click Find Space. A list of spaces that match the criteria you specified will appear:

a. Blocks of white and purple indicate space availability.

b. Blocks of purple indicate when a space is already booked. Blocks of white indicate when a room is available

5. Click the green “+” button to select one or more spaces:

image


Please note the following:

a. The space(s) you select must be available for the entirety of your booking time

b. Event spaces have a 45-minute setup and 45-minute teardown time built in. In other words, the space(s) you select must be available for at least 45 minutes before the start time you specified and at least 45 minutes after the end time you specified. These spaces are listed below:

  • Cantor Boardroom
  • Abbe-Bogen Faculty Lounge
  • Commerce Room
  • Gardner Commons
  • Barr-Kawamura Commons)

PLEASE NOTE THAT TISCH 411-413 HAS A 1-HOUR SETUP AND 1-HOUR TEARDOWN TIME.

c. The following conference rooms have 15 minutes of setup and 15 minutes of teardown time automatically added to bookings:

  • KMC 8-150
  • KMC 8-94
  • KMC 10-165
  • Tisch LC-22
  • Tisch 530

d. Classrooms and other conference rooms do not have built-in setup or teardown times. Please be mindful of this when searching for space for your event, particularly if you anticipate needing catering and/or event technology services for your event.

6. Click Continue

7. Fill out the form with your reservation information

8. Click Submit. A pop-up window will appear to confirm that your request has been made:

image


PLEASE NOTE THAT THIS IS NOT A CONFIRMATION THAT YOUR SPACE REQUEST HAS BEEN GRANTED. REFER HERE REGARDING TIMELINES AND POLICIES. YOU WILL RECEIVE AN EMAIL ONCE A REQUEST HAS BEEN APPROVED OR REFUSED.


How to Add Multiple Bookings to One Reservation

In Virtual EMS, you can request multiple bookings for one reservation. Examples of situations where this might be appropriate include recurring events (e.g., weekly department seminars) or conferences where you may need space for multiple sessions. PLEASE NOTE THAT THE TIMELINES REFERENCED ON PAGES 4 AND 5 OF THIS DOCUMENT STILL APPLY TO RESERVATIONS WITH MULTIPLE BOOKINGS.


Non-Recurring Bookings for the Same Date and Time


1. Repeat steps 1 through 4 from the previous section

2. When you get to step 5, click the green button next to each room you would like to request:

image


Please note the following:

a. The space(s) you select must be available for the entirety of your booking time

b. Certain spaces (conference rooms and event spaces) have setup and teardown times automatically added to bookings. Information about which rooms have setup and teardown times automatically added can be found on page 7 of this document.

3. Click Continue

4. Fill out the form with your reservation information

5. Click Submit. A pop-up window will appear to confirm that your request has been made:

image


PLEASE NOTE THAT THIS IS NOT A CONFIRMATION THAT YOUR SPACE REQUEST HAS BEEN GRANTED. REFER HERE REGARDING TIMELINES AND POLICIES. YOU WILL RECEIVE AN EMAIL ONCE A REQUEST HAS BEEN APPROVED OR REFUSED.

Non-Recurring Bookings for a Different Date or Time

1. Repeat steps 1 through 5 on pages 6 and 7 of this guide

2. Before clicking Continue, update the date and/or time under “When and Where”:


image


3. Click Find Space

4. Click the green “+” button next to the room(s) you would like to select

5. Once done, click Continue

6. Complete steps 7 and 8 from pages 7 and 8 of this guide

  

 

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William Lem,
Nov 23, 2015, 9:09 AM
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William Lem,
Nov 23, 2015, 9:09 AM
ą
William Lem,
Nov 23, 2015, 9:09 AM
ą
William Lem,
Nov 23, 2015, 9:09 AM
ą
William Lem,
Nov 23, 2015, 9:09 AM
ą
William Lem,
Nov 23, 2015, 9:09 AM
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