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Planning an Event at UVM using EMS

If you are a faculty member, staff member, or student at the University of Vermont, and you are planning an event for your department or club, this presentation will show you the ropes! Virtual EMS will replace R25 in February 2013!
by Brandi Cahill on 20 November 2013

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Transcript of Planning an Event at UVM using EMS

Planning
an Event

When you request audio visual support & furniture setup on the EMS details page, think about ...
Toolbox
EMS
Things
Change

Timeline
Food
Approved Caterers
Bevo
Catering by Dale
Junior's Pizza
Moe's
Orsini's
Parvin's Kitchen
Sugar Snap
Vermont Kosher
Make Space
Request
Less than 5 Business Days
2 Weeks
Out
(cc) image by jantik on Flickr
Prior Planning is Key
As Early as Possible
Space is not always available.
Provide menu details and update other requests.
A phone call is required to request changes.
Confirm final catering counts, AV & furniture setup details with the scheduler and caterer.
What furniture setup type works
best for your content?
What audio visual equipment do you need?
Projector
Lights
Sound
Microphone
PowerPoint Remote
Something Else....
How much will this cost us?
There is no rental charge
for UVM organizations to use a room for UVM business.
Hooray!
There is a charge for furniture or audio visual equipment set up and break down. It costs about $26 per labor hour.
5 Business
Days Out
Virtual EMS
Catering
People
People
Conference and
Event Services
x65665
Sodexo Catering
x62284
Sodexo at Davis x63562
Davis Center Ops and Event Services
x61204
Fill Out a Catering
Waiver Request
Requests for
changes are
NOT
automatically approved.
You can't use these caterers in the Davis Center, Patrick Gym, Athletic Turf Field, or in a Sodexo Dining Area.
Oh! If you make a mess, you get charged for that. A custodian costs about $20 per labor hour.
Make preliminary AV, furniture setup &
alcohol requests.
3 Weeks
Out
Requests for
space are
NOT
automatically approved.
Pizza
You can now order pizza WITHOUT a catering waiver!!
There might be a catering delivery charge too.
Catering Delivery Cell Phone - 578-2053
Davis Building Manager Phone - 238-6689
Who to Call On-Site
Day of your Event
Virtual EMS
Setup
Types
[horseshoe]
[lecture]
[board style]
[classroom stlye]
[hollow rectangle]
[banquet]
SOS - 656-2560
CAES Production Office - 656-5665
because...
Log In
Use your UVM Net ID
and password.
Search
Select
Details
Click the
green +
to select a room.
Ordering food? Make your Business Manager the 2nd Contact.
You can order catering by Sodexo right here.
first, establish a...
next, use Virtual EMS
to make requests
in EMS you can order...
Sodexo
Enter
Catering delivery and pick up time
Service
Estimated Count
Menus are grouped by breakfast, lunch, dinner etc.
on the check box next to an item to order it.
Click
When you submit, if you try to order more food than people attending, EMS will warn you.
Menu
summary of
your request :)
tell us if
you are going
to use an
approved caterer
Not Using Sodexo?
Want to use a different caterer?
Or host a potluck?
Or have food donated?
This request form
is now part of EMS.
Having trouble?
Call us.
We can help.
Now That You
are Trained...
take this quiz

to have your user
name activated.
at least
at least
at least
www.uvm.edu/ems
Date
Time
Building
Attendance
Setup Type
EMS will find rooms that
meet your criteria.
You can also search by features of a room, like
projector.
Student group? Make your Faculty Adviser the 2nd Contact.
Request furniture setup and AV support here.
Reservation Details
Click for a
pretty summary.
}
Vermont Kosher is approved in the Davis Center.
on the check box next to a caterer to tell us that you will order from them.
Click
Now you can make changes online!
Click View My Requests
Click the
green +
to add or edit services.
Click an event name to edit.
http://www.uvm.edu/conferences/emsusername/
Call a Sodexo Catering Coordinator for details x62284
Details
Details
Chartstring is required.
The catering waiver request form is here on the details page. We'll talk about this later...
you can find this on the details page
}
More than 5 business days prior to your event
Click to add a new service request.
Click the pencil to edit an existing service request.
You can make as many changes as you need.
Virtual EMS address:
www.uvm.edu/ems
Bookmark this site.
The
green +
is where the magic happens!
Add a new service:
Edit
Existing Service:
Update instructions.
Update quantity.
at the University of Vermont
Your business manager or student adviser contact information is required when ordering catering by Sodexo for billing purposes.
You no longer have to type in 66 digits!
What about rooms that don't need a furniture set up or additional furniture?
Then there is no charge.
In case you are confused, a chartstring is a budget number. Ask your Business Manager for details if you have questions.
Need multiple rooms?
Click multiple
green +
signs.
Edit Date Time or Location
Click the pencil to edit the date, time or location.
Edit Date Time or Location
When you click the
magnifying glass, a list of your departmental chartstrings will populate.
Virtual EMS replaced the R25 system on Tuesday, February 19, 2013.
If you do not have a Business Manager, that's OK!
Just list the person who has budget approval authority in your office.
See the full transcript