In an effort to help streamline the event planning process, EMS will be adjusting some setup types starting January 17, 2023.
EMS (Event Management System) is a Space Management tool used across campus. All campus users can request space using the EMS WebApp (ems.davidson.edu). EMS is the starting point for every event that flows into the Campus Calendar and events on Davidson One.
Updates to Setup Types
When using EMS, it is important to be as specific as possible when selecting a setup type during the request process to ensure all parties have a clear understanding of the space request. To help provide clarity, EMS setup types will be updated on January 17, 2023.
1) The setup type "As-Is/ No Setup Required" will now read "No Setup Required".
When this setup type is selected, it will indicate nothing in the room needs to be moved, added or taken away.
Please note this is typically the default setup type, and in some cases has caused a setup to be looked over. If you believe you currently have an event in EMS with the setup type listed as "As-Is/ No Setup Required" but do require Physical Plant or Union Equipment to set up the room differently, please be sure to adjust accordingly. Most event spaces do not have a default setup. If you are unsure of the default furniture setup in a given room, please contact Union Reservations.
2) A new "Other - please contact me" setup type will be added, When this setup type is selected, it will indicate to the Space Approver you would like to talk through a setup type not listed. It will be very helpful to add services needed to alert Physical Plant, Union Equipment, Tech Services, etc., of your event for their calendars, even if the space approver does not reach out to you immediately to talk through the setup. It's always helpful to provide a diagram.
EMS Best Practices for Setup Needs
As a reminder, all users should be in the habit of adding services needed when applicable. This includes but is not limited to tables, chairs, lectures, microphones, room setup notes, etc. If you need to request something that is not listed in EMS, please reach out to Union Reservations who can help point you in the right direction. Requests for furniture or tech service support should not be listed in the Event Description. Each campus service provider has a required lead time needed to schedule their staff accordingly. Take care to add what you need in a timely matter, EMS will not allow users to add services if it's not within the required lead time needed. These times can be found under the helpful Links section on the EMS Homepage.