Booking Space : Using EMS : Overview

With the online Virtual Event Management System (EMS), representatives of recognized Student Groups can reserve space and request particular furniture arrangements and technical services for their events.

In addition, students can view previously booked activities in all the spaces administered by University Event Management (UEM), including Lerner Hall, Columbia's classrooms, Resident Hall lounges and many outdoor spaces.

Logging and using EMS requires that a Student Group have an email address and a password issued by University Event Management. If your group has not received the necessary information, please send an email to lernerhall@columbia.edu.

Go to Virtual EMS.

Viewing Events

Before requesting space, you may view events already booked in Lerner Hall and other spaces to determine if the space you want is free.

• First, go to EMS and from the top left corner, select "Browse," then "Browse Events."
• Using the drop down menus, select options to narrow your search by date, building, room, event type or the hosting student group (called "customer" in EMS).
• There are a number of buildings on campus that use EMS to manage space. To view rooms in Lerner, select "Alfred Lerner Hall" from the building list.
• Select "Apply Filter."
• A list of events will be displayed based on your search criteria, including event name, time, location and the hosting student group.

Requesting Space

Once you have logged in, select “Room Request, ” under the “Reservations” tab.

The resulting Reservation screen will request the following information: date, attendance, building, and room type.

• Date: Type desired date. Please note that rooms can only be reserved online 72 hours prior to your requested date. If the 72 hour deadline has passed, please stop by the University Event Management offices on the 7th floor of Lerner Hall and ask to see a Scheduling Coordinator.
• Start Time and End Time: Enter the hours of your event. Please include ample time for set-up and clean-up.
• Attendance: Indicate anticipated attendance. This is a required field. It allows the system to determine what rooms have an appropriate capacity for your event. If your desired room does not appear as an available space, it may mean that your anticipated attendance exceeds the room’s capacity.
• Building: Select Alfred Lerner Hall.
• Room Type: There are three different types of rooms: event rooms, event support space and vendor table locations. Event support space includes dressing rooms and the student kitchen. For a comprehensive listing of rooms select “All.”

Once you have input your information, hit the “Search” button. This will pull up the reservation book, so that you can see what rooms and times are available on your chosen date. Previously booked events appear in yellow. To select a room, click on the shopping cart to the left of the room name.

The resulting Your Cart screen displays the rooms you have chosen.

To request additional space, simply select “Request More Rooms” and repeat the process.

Once you have selected all the rooms you need, select “Continue” to advance to the Checkout screen. This screen requests information from you about your event. Please be as specific as possible.

• Event Name: Name your event. If possible, indicate the name of your Student Group in the title of your event. For example, “CMTS- Fall Show Rehearsal” is more helpful than “Rehearsal.” If you are screening a movie, also include the title of the movie in your Event Name.
• Type: Select an event type from the drop-down list.
• Customer: This is your Student Group. You can select your group from the drop-down list or find it alphabetically with the “find” button.
• 1st Contact: Your name should appear on the drop-down list. Please verify that your phone number and e-mail are correct. You can change them if needed.
• 2nd Contact: Please select your advisor’s name. Their email and phone number should pop up. When they are listed as the second contact, they will also receive email information about your events.
• Student Group Name: Input the name of your Student Group.
• Advisor’s Name: Input your advisor’s name.
• Advisor’s E-Mail: Input your advisor’s email.
• Attendance: Please indicate how many people you think will attend your event.
• Building Access: Please indicate who will be attending your event. You will have the choice of selecting CUID Only, General Public, Guest List, or Other Colleges. If your event is open to Columbia and NYU, select Other Colleges.
• List Colleges of Guests if Requested: List the other colleges invited to your event or type the names of the people attending.
• Media: Please let us know if you are inviting members of the media, and if so, which organizations or individuals will be represented.
• Food: Please indicate if you will be serving food. Please be specific about the type of food you will be serving.
• Alcohol: If you are serving alcohol, select “Yes” from the drop-down list. You will need to fill out an alcohol registration form at least 10 days before your event.
• Audio/Visual (AV): If you need AV for your event, select “Yes” from the drop-down list. You will need to fill out a Tech Request form at least 10 days before your event. This can be done online through Virtual EMS.
• Advertisement: Please let us know how you will be advertising your event (for example, on or off campus.)
• Cash: Please let us know if cash will be collected for your event. If yes, let us know how you will secure your cash for the event. Will you be using tickets? If you are, you will need to fill out a ticketing request form at least three days before your event.
• Safety or Security Concerns: Please let us know if you have any safety or security concerns.

When you have completed all the above information, hit the “Submit” button.

Technical Requests

Once you have submitted your request, you can then request technical services for your event. You may wish to review the technical options before beginning the process.

To add services to a particular request, first bring up the Reservation Summary page for that reservation. Select "View My Requests" from the "Reservations" tab to bring up the My Requests page, and then click on the envelope icon by the reservation you would like to select.

The resulting Reservation Summary page allows you to view the details of a particular request. Click the green plus sign ("+”) in the “Services” column to bring up the Add Services screen.

Select "Tech Description" to bring up the Tech Description screen. (Choosing "Furniture" allows you to select your furniture configuration as detailed below.) The Tech Description section lists the equipment that is available in the room you have selected. Click the plus sign, "+", next to a category to expand the list. Select the equipment you need by clicking on it. The resulting Item Description screen allows you to input the number needed and any special notes that may be helpful in conveying your event needs to the Technical Services department.

To view or change the items you have selected, select the "View Chart" option above the list to reach the Your Cart screen.

When you have selected everything you need, select the “Check Out” link on the Tech Description screen or the "Check Out" button on the Your Cart screen. Review your order and make any modifications necessary. Once satisfied, select the “Submit” button. This will bring you back to your reservation summary. The Technical Services department will confirm details and/or contact you with any questions or concerns.
Please note, if you are requesting services, your request is not considered confirmed until you receive a confirmation email from University Event Management.

Furniture

Once you have submitted your event request, you can then request furniture. You may wish to review the furniture options before beginning the process.

To add services to a particular request, you should first bring up the Reservation Summary page for that reservation. Select "View My Requests" from the "Reservations" tab to bring up the My Requests page, and then click on the envelope icon by the reservation you would like to select.

The Reservation Summary page allows you to view the details of a particular request. Click the green plus sign, "+”, in the “Services” column to bring up the Add Services screen.

Select "Furniture" to bring up the Furniture screen. Choosing Furniture allows you to select your furniture configuration as detailed below. The Furniture section lists the equipment that is available in the room you have selected. Click the plus sign, "+", next to a category to expand the list. Select the equipment you need by clicking on it. The resulting Item Detail screen allows you to input the number needed and any special notes that may be helpful in conveying your event needs to University Event Management.

To view or change the items you have selected, select the "View Chart" option above the list to reach the Your Cart screen.

When you have selected everything you need, select the “Check Out” link on the Furniture screen or the "Check Out" button on the Your Cart screen. Review your order and make any modifications necessary. Once satisfied, select the “Submit” button. This will bring you back to your reservation summary. University Event Management will contact you with any questions or concerns.

Please note: You are requesting furniture; your request is not considered confirmed until you receive a confirmation email from University Event Management.