FAQ, How to

GENERAL:

  • What is virtual EMS?
    • It is the online reservation system used to request space on campus, including the Student Center, outside space, Mitten Hall, Morgan Hall, Academic Space (Tuttleman, Ritter, Beury, Barton, Pearson,) and Health Campus space.
  • How do I create an account on virtual EMS?
    • Go to the online reservations system,  Click on My Account, create new account. Fill out the form with your email, name, phone numberm, and create a passwords.  The system is not currently connected to Temple's accounts, so it can be anyting that you will remember.
  • When can I make requests for next semester?
    • Requests may be done after the last day of classes.
  • How far in advance do I need to schedule a planning meeting?
    • It needs to be schedule 20 business days before the date of the event
  • What is the difference between a simple reservation and a complex event?
    • The difference between a simple and complex event is that a simple reservation only involves chairs and/or chairs and a head table. Any reservation that requires anything other than that is a complex event and requires a planning meeting.
  • How do I schedule a planning meeting?
    • Please call 215-204-7131
  • What should I bring to the planning meeting?
    • All the information about the event. For example: number of attendees, set up of the room, technology A/V equipment needs, food orders, special guests coming, etc. Bring as much detailed information as possible.
  • What is the maximum time for weekly meetings? (Registered Student Org)
    • The maximum time for weekly meetings is 2 hours but there may be exceptions made on a case by case basis.
  • Where do I get my flyers stamped?
    • Bring at least 2 copies of your flyer to the Student Center Office in Suite 219M. If you want them to be posted in the Student Center bring additional copies in order for us to approve and place in our boards. See Posting Policy here.
  • How can I find out about advertising in the Student Center?
    • Details on advertising options in the Student Center can be found here.

ACCOUNT INFO:

  • How can I reset my password?
    • You can send reset your EMS password by sending an email to screserv@temple.edu with the email address you used to create the account, and a temporary password will be sent within 1 business day.
  • How do I put multiple event requests on one form?
    • On Virtual EMS, within the room request form, on the left hand side next to the date space, click on Recurrence. Recurrence will allow you to put multiple events on your form.

FOOD:

  • Can I have food at my event?
    • Yes, either by Temple University’s campus catering provider, or provide an approved exception form.
  • Do I need an event planning meeting if I want food at my event?
    • Yes, having food at your event would make this a complex event.
  • What circumstances would I be granted a food exception form?
    • Exception forms are approved when Temple University’s campus catering provider is unable to provide the specific food requested. For example, ethnic cuisine.

COSTS:

  • How can I find out the cost for items?
    • There are no preset costs for student organization events, the costs depend on the complexity of the event. The event planning meeting will be the time when costs are estimated. Costs for non-student events are also discussed and estimated during the event planning meeting.
  • What room setups are free?
    • Simple setting set ups are free. For example, lecture style with a smart cart Is there a fee to use a smart cart? No, there is no charge for the use of a smart cart.
  • Is there a cost for room use in the Student Center for registered student organizations?
    • No, there is no room charge.
  • How much is Mitten Hall 250?
    • For registered student organizations, Mitten Hall 250 costs $13 per hour for the duration of your event, plus an extra hour. The cost is incurred because staff need to be present for all events.
  • What will add charges to my event/meeting?
    • Anything additional outside of a simple set up (chairs and a smart cart) will add cost. For example: food, linens, security, sound technician, coat check, etc.
  • What methods of payment are accepted for events?
    • Cash, credit cards, business/org checks (made to Temple University), University Accounts.
  • How can I apply for allocations?
  • If I am approved for allocations for my event what should I do to get it applied to the invoice?
    • When you are approved for allocations, you need to bring your invoice to the Student Activities Office in Suite 219M, and see Ms. Christine Jackson.
  • When is the payment due for my event?
    • 5 business days before the event

REQUESTING SPACE:

  • How do I request a table in the atrium?
    • The table can be found in the reservation system website under LL (lower level atrium) or Main (main level atrium) attached with a number which means the location of the table.
  • Can I check the availability of the space before making the request?
    • Yes, when filling out the date time and place of the event, there is a button that says check availability, it will provide a complete list of all the spaces available for the date and time requested.
  • What happens after I submit my request?
    • It takes from 2 business days to get a response either approved or not.
  • How can I add a smart cart to my event?
    • You can add it on the online request form. If you are already confirmed, please reply to the email that sent the confirmation and ask for one to be added. If asking on the day of your event please see a building manager.
  • How can I request a specific building for academic space?
    • When filling out the request for academic space, in the remarks space state the building of preference
  • Is it possible to have an event during hours that the building is normally closed?
    • Yes, but there are additional fees for staff.
  • Can I reserve the cinema?
    • Yes, you can reserve the cinema when there is not a movie scheduled.
  • Can I show a movie at my meeting?
    • Yes, screening movies at your meetings are possible if your group purchases a screening license.
  • Can I reserve the game room?
    • No, the game room is not a reservable space during the school year but you can reserve and pay for a certain number of game tables. In the summer when the game room is closed reservation may be approved.
  • How many reservations can student orgs have in one week?
    • You are allowed two reservations in one week.
  • What does a smart cart consist of?
    • A smartcart is a computer, keyboard and a mouse, connected to Temple's network
  • If I want to use an outdoor space do I need to reserve the space?

EVENTS:

  • Is there a deadline to make changes to a complex event?
    • Yes, 10 business days before the event is the deadline to make major changes to the event. Any change should be emailed to the event coordinator.
  • If I want to charge admission?
    • You will need security and wristbanders present. Note: You may not be approved for allocations if you are charging admission.
  • When am I required to have security?
    • When there is money collected at the event, a party or event with a high volume of people, any event with alcohol, or if you have a VIP guest/ speaker.
  • When will I have access to the room my event/meeting is in?
    • The room will be open 15 min before the start time of the event.
  • How can I have sound at my table in the atrium?
    • Sound at your table is at a first come first served basis when you put in your request. There is only one input for sound for the tables in the atrium, so if another organization has it, you may not.

CANCELLATIONS:

  • How can I cancel an event?
    • An email must be sent to the reservations office with your reservation Id. number, date, time and location of event.
  • What is the cancellation policy for simple reservations?
    • 3 business days before the event
  • What is the cancellation policy for complex reservations?
    • For a complex reservation, you must cancel 10 business days before the event.
  • What is the late fee for cancellations?
    • Simple events - $10 Complex events - 50% of the total cost
  • Is there a maximum number of late cancellations?
    • Yes, you are allowed up to three late cancellations before you lose reservations privileges.