Room Scheduling FAQ

This page contains answers to frequently asked questions about room reservation and scheduling.

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How do I make a simple reservation with no special services?

1.Click Book a Room

2.Complete the When and Where box.

In the When and Where box, enter the required information about the meeting: the date, time and the number of people attending.  If you would like to check for space in a particular building, select that building in the Facilities drop-down box.  

<NOTE> Not all rooms available in the system yet.  To reserve a room that is currently unavailable (More rooms will be added regularly,) check the info tab to find the person to contact regarding that space.  

Recurring Meetings

If your meeting is a recurring meeting, click the Recurrence button to specify how often it should be scheduled and then click the Apply Recurrence button.

3.Click the Find Space button. 

A list of rooms that meet the criteria you entered in the When and Where box will be displayed on the Location tab.   Current reservations are shown graphically with blue bars.  To see details about a particular room, click on a room name. 

4.Click on the green plus sign next to the room you would like to reserve.   

The room will appear in the Selected Locations section under the Locations tab.  If you change your mind, click on the red X to remove it.

5.Read the Terms and Conditions and check the checkbox to show that you agree.

6.Click Continue

7.Complete the information on the Details tab.  If this is your first time using the system and you have never selected a group, click the magnifying glass to the right and select your department and click done.  Then click the arrow on the dropdown and select that group.

8.Click Submit

If the room you are requesting does not require any special approval, then you will receive a confirmation email immediately and the room is reserved for your event/meeting.

If the room you are requesting requires administrator approval, then you will receive an email notification within the next 72 hours with the status of your request.

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How do I book an event with special setups and/or catering?

Follow the instructions for How do I make a simple reservation with no special services? Then indicate any facilities items and/or technology needs for your event on the details tab.

Indicate any special facilities equipment or technology needs on the Details tab.

Click on the + sign to see the different options available.  

Adding Special Setup Information

If additional items are available for the room you have selected, you will see them at the bottom of the Details tab.  Click on the + sign next to the category of services (e.g., Facilities Furniture, Technology) to see the items that are available.  To select an item for your event:

  1. Click on the checkbox next to the item.
  2. Specify the quantity of the item that you would like to have in the room.
  3. In the Special Instructions box, be as detailed as possible about how you would like the items to be set up in the room.
  4. Use the Event Description section to specify any additional details you would like Facilities and/or IT to know about your event that will help them with the setup of your event.
  5. Click Submit.

Note:  The items displayed on the Details tab will vary depending on the room you have selected.  For some rooms, you will be able to specify the facilities and/or technology items you need for your event as part of your reservation.  In that case, you do not need to submit any additional Facilities work orders or IT service requests for those items.  Other rooms can only be reserved “as is”.  In that case, if you need additional facilities and/or technology items, you must submit Facilities work orders or IT service requests for them.  The Details tab will show you the optional items that are available for the room you have selected.  If you don’t see any items listed, then either none are available for the room you have selected, or there is not enough time before your event for Facilities and/or IT to provide those items for you.

Catering

The ability to specify catering items when you make your reservation will be supported in EMS in the near future.  Until then, please continue to follow the existing procedure to request them from Dining and Conference Services directly.  Instructions and menus can be found on the Dining and Conference Services web site: 

http://www.stlawu.edu/dining/catering-services

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How do I cancel a reservation?

1.Click on the View My Reservations button.

2.Click on the Name of the reservation you want to cancel.

You can cancel a booking in several different ways:

1.Click on Cancel Bookings to cancel selected bookings, or

2.Click on Cancel All Bookings to cancel all the bookings for the reservation, or

3.Click on the red X next to the booking you want to cancel

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How do I edit a reservation?

After you have made a reservation, you can modify it.

1.Click on the View My Reservations button.

2.Click on the Name of the reservation you want to edit

3.Click on the link that corresponds to what you want to edit. (The list of options may vary depending on the type of reservation you are editing.)

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How do I add services to an existing reservation?

1.Click on the View My Reservations button.

2.Click on the Name of the reservation you want to add services to.

3.Click on the green plus sign next to the booking you want to add services to.

4.Choose the services you would like to add.

When you are adding Facilities or Technology items, please be as descriptive as possible about where these items should be set up in the room

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How do I know if my reservation has been confirmed?

You will receive an email confirmation when your request is confirmed.

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What catering is available and how can it be requested?

In the near future, you will be able to specify your catering needs at the same time you make your reservation. In the meantime, please contact Dining and Conference Services directly to make catering arrangements for your event.  You can find menus and instructions on their web site at: http://www.stlawu.edu/dining/catering-services

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Why are some rooms not managed by EMS and people still have to be emailed?

We are in the process of migrating the management of all publicly available campus spaces into EMS.  Until all spaces are in EMS, you must contact the administrator of some rooms directly to arrange a reservation.  To see the list of rooms that are not yet managed in EMS, click on Book a Room and look at the Info tab.

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I am a student.  What spaces am I able to reserve?

Students are not yet integrated into the system.  If you are a group leader who needs to request space for your group meeting or event, please send an email to Timberly Hewitt at thewitt@stlawu.edu.

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What services are available and how can they be requested?

Here are some examples of the types of services that may be requested.  The list will vary, depending on the type of room you are requesting.

Facilities

4’ Square Table

6’ Rectangular Table

8’ Rectangular Table

4’ Round Table

54” Round Table

60” Round Table

72” Round Table

Coat Racks

Easels

Flipchart Easels

Food Tables

Lectern

Lined Trash Cans

Podiums

Portable Whiteboard

Stackable Chairs

Table Top Podiums

Trapezoid Table

Technology

Computer/Projector Cart

Conference Speaker Phone

Laptops

Microphone

Microphone – Hand-Held

Microphone – Over-the-Ear

Microphone – Wireless

Projection Screen

            Speaker System

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Reserving a room vs Requesting a room

A room that you can “reserve” is automatically booked for the event and no approval is required. A room that you can “request” must be approved by an EMS reservation coordinator.

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Reservation vs Booking

          Reservation Structure

An event in EMS is comprised of the following:

• A reservation

• One or more bookings

• Booking details

These three components exist in a hierarchy—a reservation contains one or more bookings and each booking can have one or more details associated with it.

Reservation and bookings

A reservation is the who and the what of an event. For example, Group X (the who) can reserve some space for an Event Y (the what).

A booking is the where and the when of an event.

For example, Group X can schedule the conference room (the where) for a staff meeting on the second Monday in January (the when). Group X now has a single reservation with a single booking in EMS. If, however, Group X schedules the conference room (the where) for a staff meeting on the second Monday of each month for a calendar year (the when), then Group X now has a single reservation with twelve bookings in EMS.

Booking details

A booking can have one or more booking details associated with it. Booking details are the resources or services that are needed for an event, the notes for the event, the activities for the event, the room charges for the event, or any combination of these. For example, for Group X’s staff meeting, the resources could include the requested catering (coffee service, bagels and muffins, and so on) and the A/V equipment (a projector, a speaker’s podium, and so on).

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How do I get back to the Main Menu? 

Click on the EMS logo in the upper right hand corner of the page.

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How do I log in?

Use your SLU username and password to log in.  If you have problems logging in, please contact the HelpDesk at 315-229-5770 or helpdesk@stlawu.edu.

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