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Planning an Event at UVM using EMS
Brandi Cahillon 20 August 2015
Transcript of Planning an Event at UVM using EMS
When you request audio visual support & furniture setup on the EMS details page, think about ...
Catering by Dale
Less than 7 Business Days
(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.
Earlier is always better.
A phone call is required to request changes.
New space requests are accepted only by phone and if space and labor resources are available.
Last chance to request rooms in EMS.
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?
How much will this cost us?
There is no rental charge
for UVM organizations to use a room for UVM business.
There is a charge for furniture or audio visual equipment set up and break down. It costs about $28 per labor hour.
Sodexo at Davis x63562
Davis Center Ops and Event Services
Fill Out a Catering
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.
Outdoor spaces and events with alcohol requests require 21 days advance notice.
Request all know event items and equipment.
You can order pizza from any vendor. Just select the pizza box under approved caterers.
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
SOS - 656-2560
CAES Production Office - 656-5667
Use your UVM Net ID
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...
Catering delivery and pick up time
Menus are grouped by breakfast, lunch, dinner etc.
on the check box next to an item to order it.
When you submit, if you try to order more food than people attending, EMS will warn you.
your request :)
tell us if
you are going
to use an
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.
We can help.
Now That You
take this quiz
to have your user
EMS will find rooms that
meet your criteria.
You can also search by features of a room, like
Student group? Make your Faculty Adviser the 2nd Contact.
Request furniture setup and AV support here.
Click for a
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.
Now you can make changes online!
Click View My Requests
to add or edit services.
Click an event name to edit.
Call a Sodexo Catering Coordinator for details x62284
Chartstrings are always 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 7 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:
Bookmark this site.
is where the magic happens!
Add a new service:
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?
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.
If you do not have a Business Manager, that's OK!
Just list the person who has budget approval authority in your office.