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About     ||     FAQs     ||     Error Messages     || Venues     || Log In

 

 How do I reserve space on campus?

It depends upon who YOU are.  

  • Faculty/Staff may log in using their University NetID and password. 
  • Students once approved* by Student Involvement who are affiliated with an approved Student Group may log in to the Event Management System (EMS) using their University NetID and password.  
  • Off Campus Customers requesting University spaces on a more regular basis, may request an EMS account may request an EMS account by visiting the ITS Help Desk in Lecture Center 27, calling 518-442-4000 or by submitting a request online.

Please note: all off campus users of University at Albany facilities will need to apply for a Revocable Permit.

 Is there documentation, a "how to" guide?

Naturally....please see the tutorial here.  

 What browsers are compatible with Virtual EMS?

Internet Explorer 7.0-11.0  Firefox, Google Chrome and Safari

 Who has access to Virtual EMS?

Faculty/Staff and Students affiliated with an approved Student Group may log in to the Event Management System (EMS) using their University NetID and password.  Off campus schedulers  requesting University spaces on a regular basis, may request an EMS account by visiting the ITS Help Desk in Lecture Center 27, calling 518-442-4000 or by submitting a request online.

 What if the "browse for events/facilities/space" and the "reservations" features are not working properly?

You may need to clear the cache in your web browser. See the AskIT wiki How to Clear Browser Temporary Internet Files or Cache  or  https://wiki.albany.edu/x/EASX.

 A space appears available under "Browse" yet it cannot be requested when attempting to schedule it..

There may be a scheduling policy in the specific building that prevents scheduling the space.  Some buildings are not available on weekends, holidays or evenings.  Examples of constraints include but are no means limited to: the Athletic Facilities require at least 7 business days advance notice, academic space managed by the Registrar require a minimum of 2 business days and student organization events/meetings are not permitted after the last day of classes each semester.

 When I use the Browse feature I don’t see the building/space I want.

Make sure you are logged into the system (your name will appear in the upper right hand corner of the screen). Although this option is available  to the public, not all buildings are available for view unless you do so. If you are logged in and still don't see the building you want, under "Browse," select "Browse for Space," then click "Filter" on the far right side of the screen. When the dialog box opens enter the date and use the "Facilities" drop-down menu to view buildings. Select your desired facility/building and click "Apply" to see availability.

 I wish to schedule a specific room, but it does not appear in the list.

A room should not appear in the list if it is already booked. To confirm this, use the "Browse" - "Browse for Space" option on the main menu bar. Use the "Filter" in the upper right of the screen to select the Date and Facility. If the room does not appear at all under Browse, then it is not available to your user group. If the room you want is already in use, either adjust the date and time of your event or look for an alternate room.

 Why should I be using EMS?

It facilitates coordination of the many vital campus services like dining, catering, multimedia support, and setup for event programming.  In many cases Virtual EMS is your most effective means to making a reservation request.

 Is there a mobile version of VEMS?

Yes, if  If you access VEMS from a mobile device you are redirected to the mobile version.  It does not require a client download,  the web application is dynamically reformatted for use on a mobile device.

 


Need more help? Contact the ITS Service Desk.


 

Questions about a particular space?   See the venue management for details.

Anyone* can look at events as a Guest* and can select one of the two options under the Browse menu:

- Browse for Space

- See Today's Events

University at Albany's public calendar may be found at: events.albany.edu

Need Help using the system? Please submit a Service Desk Request.

Where is Virtual EMS?    

 Log in here. 

 

*Off Campus Customers requesting University spaces on a regular basis may request an EMS account through a  Service Desk Request. 

Note: all off campus users of University facilities will need to apply for a Revocable Permit.

 

 

 

 

 

 

 

 

 

 

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