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EMS How-To Guide

How to log in to EMS?
  • Visit ems.tulane.edu.
  • Enter your Tulane credentials.  Please note that the "User Id" is your Tulane username without the @tulane.edu.
  • Select "Sign In".
  • If you are not able to log in using these instructions, email Diana Noveck at dnoveck@tulane.edu
How should I prepare to make a room reservation?
 
As you begin to plan your event, consider the following prior to making your reservation request:
  • Potential date(s) - we recommend considering multiple dates in case there is no availability on your preferred date; please note that online reservation requests must be made 2 business days in advance of the preferred date
  • Start and end time - please note that room set-up & breakdown time will be automatically included in your reservation
  • Title of your meeting/event
  • Preferred contact - consider who you want to have as the main contact for planning this event; if this event is being planned by multiple groups, select a primary contact
  • Preferred location - consider if you want your event indoors or outdoors or if it requires a backup rain location
  • Number of expected attendees - this may help determine which room will best fit your needs
  • Technology needs such as laptop, projector/screen, or microphones
  • Table and chair layout
  • Food and beverage - please see below for details on catering in the LBC
 
How to make an LBC room reservation request?
  • Log in to EMS.
  • Under "My Reservation Templates", select "book now" next to LBC | Pocket Park | Booth | Outdoor Table | Banner Requests.
  • To maximize your reservation options, on the left navigation pane, enter your preferred event date, start time, and end time, and select "Search".
    • Please note that online reservation requests must be made 2 business days in advance of the preferred date.  EMS will not show availability for spaces that are not within that window.
  • View "Rooms You Can Request" to see availability.
    • Blue bars (thin or thick) indicate the room is already booked at that time.
    • Capacity is listed next to each room's name.
    • The red lines indicate your proposed event's start and end times.
  • Once you find an available room that fits your capacity, select the "+" sign next to the room number.
  • In "Attendance & Setup Type", enter your number of attendees and, in the drop-down, select your preferred setup type.
    • Please note that certain rooms may have a fixed setup so there is only one option for setup type.
    • If you are using a larger room and have selected "Special: See Diagram REQ'D", you need to email your diagram or special setup notes to Diana Noveck at dnoveck@tulane.edu once you make your reservation.
  • Select "Add Room". 
  • Select "Next Step".
  • View the drop-down menus on the left navigation for additional equipment or technology needs.  Select any items needed. Select quantity of items and any special instructions.  All of your requested services will be listed in the "Services Summary".  If no additional equipment or technology is needed, proceed to the next step.
  • Select "Next Step".
  • Complete "Reservation Details". 
    • For first-time reservations, select the magnifying glass next to "customer" and enter the name of your Recognized Student Organization or university department. Select the name of your group and "x" out of the box.  Your group name will now appear in the "Customer" drop-down menu.  
      • If your group name does appear, contact Diana Noveck at dnoveck@tulane.edu to have your group added to EMS.  
    • If you have made reservations for this Recognized Student Organization or university department before, the name of your group will appear in the "Customer" drop-down menu.  
    • Select "1st Contact".  If your name or the name of the preferred primary contact does not appear in the drop-down, select "(temporary contact)" and enter the details for the 1st contact below.
    • You may add an optional 2nd contact.  Recognized Student Organizations making a reservation should add their organization advisor as the 2nd contact.
    • Complete the "Additional Information" questions based on your event.
    • Select "Create Reservation"
      • Please note that your request will be reviewed and you will receive a confirmation once the reservation is approved. 
How to make a recurring LBC room reservation request?
  • Log in to EMS.
  • Under "My Reservation Templates", select "book now" next to LBC | Pocket Park | Booth | Outdoor Table | Banner Requests.
  • Select "Recurrence" in the left navigation and enter the recurrence details for your reservation.  
  • Select "Apply Recurrence".
  • A summary of your recurrence preferences will appear under "Date & Time" in the left navigation.
  • Select "Search".
  • All available rooms will appear.  The number of available dates by room will appear in the second column under "Available".
  • Once you find an available room, select the "+" sign next to the room number.
  • In "Attendance & Setup Type", enter your number of attendees and, in the drop-down, select your preferred setup type.
    • Please note that certain rooms may have a fixed setup so there is only one option for setup type.
    • If you are using a larger room and have selected "Special: See Diagram REQ'D", you need to email your diagram or special setup notes to Diana Noveck at dnoveck@tulane.edu once you make your reservation.
  • Select "Add Room".
  • If there was a conflict on any of your dates, EMS will offer options for available rooms on conflicting dates.  Repeat the process listed above to select those spaces.
  • Select "Next Step".
  • View the drop-down menus on the left navigation for additional equipment or technology needs.  Select any items needed. Select quantity of items and any special instructions.  All of your requested services will be listed in the "Services Summary".  If no additional equipment or technology is needed, proceed to the next step.
  • Select "Next Step".
  • Complete "Reservation Details". 
    • For first-time reservations, select the magnifying glass next to "customer" and enter the name of your Recognized Student Organization or university department. Select the name of your group and "x" out of the box.  Your group name will now appear in the "Customer" drop-down menu.  
      • If your group name does appear, contact Diana Noveck at dnoveck@tulane.edu to have your group added to EMS.  
    • If you have made reservations for this Recognized Student Organization or university department before, the name of your group will appear in the "Customer" drop-down menu.  
    • Select "1st Contact".  If your name or the name of the preferred primary contact does not appear in the drop-down, select "(temporary contact)" and enter the details for the 1st contact below.
    • You may add an optional 2nd contact. Recognized Student Organizations making a reservation should add their organization advisor as the 2nd contact.
    • Complete the "Additional Information" questions based on your event.
    • Select "Create Reservation".
      • Please note that your request will be reviewed and you will receive a confirmation once the reservation is approved. 
How to modify your reservation request (ex. changing room set-up or location)?
  • Log in to EMS.
  • Select "My Events" from the left navigation.
  • Your upcoming events will appear.  Select the name of the event you would like to change.
  • To add technology or equipment, select "Add Services" on the right navigation.  View the drop-down menus for additional equipment or technology needs.  Select any items needed. Select quantity of items and any special instructions.  All of your requested services will be listed in the "Services Summary".  Select "Next Step".  Click the box next to your reservation and select "Add Services".
  • To change your event details (name, type, date, time, or location), select the pencil icon next to your event under "Bookings".  Enter your updated details.  Select "Search".  Once you have changed your event details, select "Update Booking".
How to cancel a confirmed reservation or reservation request?
  • Log in to EMS.
  • Select "My Events" from the left navigation.
  • Select the reservation or reservation request you want to cancel.
  • Under "Reservation Tasks" on the right navigation, select "Cancel Reservation".
  • Select your reason for canceling and add any notes if needed.
  • Select "Yes, Cancel Reservation".
  • Your reservation status will now change to canceled.
How to browse events in EMS?
  • Log in to EMS.
  • Select "Events" from the left navigation.
  • You can browse the particular day you're interested in and view events for the day.  You can select a daily, weekly, or monthly view for events.
How do I request a space in the LBC if I'm not affiliated with Tulane?
  • Complete a Facility Use Request Form.  Instructions for completing the form are included on the website.
  • Once submitted, you will be contacted by the Assistant Director of Events & Reservations within 2 business days to discuss your reservation and availability.
How to make a tabling/booth reservation request?
  • Log in to EMS.
  • Under "My Reservation Templates", select "book now" next to LBC | Pocket Park | Booth | Outdoor Table | Banner Requests.
  • On the left navigation pane, enter your preferred tabling date, start time, and end time. 
  • Under the "Let Me Search for a Room" dropdown, select "Add/Remove" next to "Setup Types".  Select the "Booth/Table option and "Update Set-up Type".  Your proposed day will appear and show availability.
    • Please note that online reservation requests must be made 2 business days in advance of the preferred date.  EMS will not show availability for spaces that are not within that window.
    • Outdoor tabling reservations are available Monday-Friday from 9 am-5 pm.  Indoor tabling reservations are available Monday-Sunday 9 am-5 pm.
  • When viewing availability:
    • Blue bars (thin or thick) indicate the space is already booked at that time.
    • The red lines indicate your proposed tabling start and end time.
  • Once you find an available space that fits your date and time, select the "+" sign next to your preferred tabling location.
  • In "Attendance & Setup Type", enter the number of attendees who will be working the table/booth on behalf of your group.  The setup type will default to "Booth/Table". 
  • Select "Add Room". 
  • Select "Next Step".
  • Select "Next Step" again.
  • Complete "Reservation Details" 
    • For first-time reservations, select the magnifying glass next to "customer" and enter the name of your Recognized Student Organization or university department. Select the name of your group and "x" out of the box.  Your group name will now appear in the "Customer" drop-down menu.  
      • If your group name does appear, contact Diana Noveck at dnoveck@tulane.edu to have your group added to EMS.  
    • If you have made reservations for this Recognized Student Organization or university department before, the name of your group will appear in the "Customer" drop-down menu.  
    • Select "1st Contact".  If your name or the name of the preferred primary contact does not appear in the drop-down, select "(temporary contact)" and enter the details for the 1st contact below.
    • You may add an optional 2nd contact. Recognized Student Organizations making a reservation should add their organization advisor as the 2nd contact.
    • Complete the "Additional Information" questions based on your event.
    • Select "Create Reservation".
      • Please note that your request will be reviewed and you will receive a confirmation once the reservation is approved. 
How to make a banner reservation request?
  • Log in to EMS.
  • Under "My Reservation Templates", select "book now" next to LBC | Pocket Park | Booth | Outdoor Table | Banner Requests.
  • On the left navigation pane, select "Recurrence". 
  • Keep the recurrence repeated "Daily" and select the number of days you want for your reservation.  Please note that banners can be booked for a maximum of 7 days per month.
  • Select your start date and end date.  You do not need to adjust the time.  
  • Select "Apply Recurrence".
  • Select "Add/Remove" next to locations.  Select "Banner Spaces".  You can also deselect the LBC so you only view banner availability.  Select "Update Location".
  • When viewing availability, the thick green bar under "Filter Match" will indicate the banner space is available for your requested dates.
  • Once you find an available space that fits your date and time, select the "+" sign next to your preferred banner location.
  • In "Attendance & Setup Type", enter 1.  The setup type will default to "Default/Standard". 
  • Select "Add Room". 
  • Select "Next Step".
  • Select "Next Step" again.
  • Complete "Reservation Details" 
    • For first-time reservations, select the magnifying glass next to "customer" and enter the name of your Recognized Student Organization or university department. Select the name of your group and "x" out of the box.  Your group name will now appear in the "Customer" drop-down menu.  
      • If your group name does appear, contact Diana Noveck at dnoveck@tulane.edu to have your group added to EMS. 
    • If you have made reservations for this Recognized Student Organization or university department before, the name of your group will appear in the "Customer" drop-down menu.  
    • Select "1st Contact".  If your name or the name of the preferred primary contact does not appear in the drop-down, select "(temporary contact)" and enter the details for the 1st contact below.
    • You may add an optional 2nd contact. Recognized Student Organizations making a reservation should add their organization advisor as the 2nd contact.
    • Complete the "Additional Information" questions based on your event.
    • Select "Create Reservation".
      • Please note that your request will be reviewed and you will receive a confirmation once the reservation is approved.