VIRTUAL EMS INSTRUCTIONS
Virtual EMS Link: http://ems.brynmawr.edu/VirtualEMS/Login.aspx
First time users must “Create An Account” found under “My Account” in the drop down box
If you have created an account – log in using your Bryn Mawr email address. The password is what you indicated when you created your account. Contact x7329 to change the password.
You have the option to reserve only one date, reoccurring dates or random dates. To reserve one date, enter all information under “When and Where and “Find Space.” The blue grid area indicates the time frame you are requesting. Beige blocks indicate rooms previously reserved and unavailable. Choose your space by clicking on the green plus sign on the left hand side. You may also pick multiple spaces at this time. When finished choosing rooms, hit “continue” at bottom of page.
IF CHOOSING REOCCURING DATES: Choose the recurrence button and pick your time, the recurrence pattern, day or days of the week, the start date of recurrence, the number of occurrences or the date when this pattern should end.
IF CHOOSING RANDOM DATES: Choose recurrence picking the random option. Choose your random dates and apply.
EVENT DETAILS: Event Name (be specific)
EVENT TYPE: Indicates what the event is and if it will appear on the web calendar. The following event types will filter to the calendar: Athletic event, discussion, faculty committee, lecture, meeting, performance, special event, tabling, video and workshop.
GROUP: This field will be “grey” until you choose the group you can book for. Click the blue magnifying glass which will take you to the Group Lookup.
Type in the first few letters of the group you wish to reserve for and hit the blue magnifying glass. Once you see the group you wish to reserve for, click the green plus sign on the left and it will automatically become part of your profile.
This is what the screen should look like once you have chosen a group name.
When you return to your former page, indicate the “contact” from the list in the drop down box. If you are not listed, choose “temporary contact” filling in your name, phone and email. The next time you reserve for this specific group, you will be a permanent member of that contact list.
EVENT DESCRIPTION: This is the “detail” that appears on the web calendar regarding any public event. If you don’t have this information when reserving the space, you may email to roomres@brynmawr.ed at a later date.
EQUIPMENT: You may request AV equipment, Equipment and Furniture for your event by clicking the box AND indicate the number of pieces of equipment you desire. If you do not indicate a number it doesn’t register the request. You also may give specific written instructions by detailing that in the box below each request. Once you have completed the form click “submit reservation.”
SUMMARY: The summary of what you have requested will be the last page of the reservation process. As long as the event remains an “inquiry,” you may edit the reservation at this time, (title, event type and contacts) or you may add another room or booking to this reservation. Once the event has been “approved” by the C/E Office, the only way to make a change or alter the reservation is to contact roomres@brynmawr.edu. Once you submit a reservation, you will receive an email confirmation of your “inquiry.” Once approved you will receive a second email “confirming” your reservation.