University Student Commons & Activities

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FAQs

Welcome to the frequently asked questions page. You can find answers to most of your questions here, if there is a question that is not answered please feel free to send an email to uscaevent@vcu.edu

EMS Tutorials

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Virtual EMS Questions

What do I do if my account is inactive?
How do I reserve a table or banner space?
How do I check if space is available?
How do I check a rooms set up capabilites and capacities?
I put in the information for my event, meeting, banner, or table space but I cant find any available spaces. Am I doing something wrong?

General Questions

Who is my Event Planner?
I submitted a meeting request for the Virginia Rooms that has a complicated set up but it was denied
I have an important meeting tomorrow that I have to schedule, why wont Virtual EMS allow me to do so?
When can I submit meeting requests for the following academic year?
Why can't I book a Complex Event if my event is less than 60 days away?
I dont think my event is "Complex", why is my Event Planner changing it to a Complex Event?
What dates should I keep in mind while making reservations?
What are the policies related to banner reservations?
What are the policies related to information tables?
What are the policies related to rolling display boards?
What rooms are standard and non-standard?

Q. How do I reserve a table or banner space?


A. Please follow the steps below.

  1. Log in to your Virtual EMS account
  2. Go to the tab in the top, left-handed corner labeled "My Account"
  3. Click on the "Reservations" tab
  4. Click on the reservations tab, then choose "Virtual EMS User - Publicity and Info Tables".
  5. Fill out all the information to the left of the screen: the date you wish to hold the meeting, the time, facility that you prefer, the expected attendance, and the set up type you wish to use. If you are trying to reserve a banner, put the attendance at 1. If you are reserving a table, put approximately how many people will be handling the table (1-2 people maximum).
  6. After you hit "Find Space" a list of banners and tables should appear on the right of the screen. If you wish to look at the banner or table's location information before reserving the room, click on the room name.
  7. Find which banner or table you would like to use and click on the green plus symbol next to it. This should send your banner or table request to the top of the page; then hit the yellow continue button.
  8. Now fill out all the details and remember to be as specific as possible. If you are reserving a table, state exactly what type of information you will be distributing. If you are reserving a banner, make sure to be detailed in what the banner is publicizing. If the title of your banner is not specific enough and Event Planning cannot tell what you are publicizing, you're banner may be denied.
  9. Hit the submit reservation button and your banner or table request has been submitted to us. You can check the status of your banner or table request by going to the "My Account" tab and click on "View My Requests".

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Q. How do I check if space is available?
A. If you wish to check room availabilities by looking at a booking calendar, you can do that through your Virtual EMS account.

  1. Login to your Virtual EMS account
  2. Go to the tab at the top labeled "Browse"
  3. Click on "Check Space Availability". This will give you a schedule of room spaces. The white areas are available spaces that can be reserved by you. Blue, Black and grey areas represent spaces that are unavailable (already booked).

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Q. How do I check a rooms set up capabilities and capacities?
A. Please follow the steps below.

  1. Login to your Virtual EMS account
  2. Go to the tab at the top of the screen labeled "Browse"
  3. Click on the "Master Room List" tab. This will give you a detailed list of room locations, the set up types available in these spaces, as well as the minimum and maximum capacities of those rooms.

B. Click there to view the USC&A Room Capacity Sheet.

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Q. I put in the information for my event, meeting, banner, or table space but I cant find any available spaces. Am I doing something wrong?
A. There could be various reasons why not available spaces are showing up. It could be because all the spaces are unavailable, Virtual EMS will only show you rooms that are available, therefore if it doesn't show that anything is available, you may have to change the time or date of your event. You can check room availability on Virtual EMS by clicking the Browse button at the top of your homepage and clicking on "Check Space Availability". If it says that the room is available during that time but it is not showing you the room, it maybe because you have to many people for the room's capacity.

It could also be because you are planning a meeting and attempting to reserve space less than three business days in advance or are planning a event and attempting to reserve a space less than ten business days in advance. Also you must make sure you are filling out the information carefully.

Make sure the times are right and you have not put down "1:00 AM" instead of "1:00 PM". Make sure you didn't accidently say you were reserving a meeting space, when you really wish to reserve an event space. Make sure that you are reserving the space with enough advanced notice. Finally, make sure you are not trying to reserve a space when the University is closed.

Various small mistakes can make it impossible to reserve a room, so please make sure you are following all the steps carefully. If you are following them carefully and things still are not working out, feel free to contact our office by either calling (804) 828-9502 or emailing us at uscaevent@vcu.edu. We hope this manual was helpful and we look forward to assisting you with your events.

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Q. Who is my Event Planner?
 A. Please click the Master Client List‌ to find your Planner.

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Q. I submitted a meeting request for the Virginia Rooms that has a complicated set up but it was denied.
A. All reservations submitted for Virginia Standard Meeting Rooms cannot exceed the maximum 2 hours permitted in this space from 6:00 PM to close Sunday - Thursday. The standard set up is lecture style (VA-A = Lecture for 50; VA-B = Lecture for 50; VA-CD = Lecture for 100) with a podium and a head table with two chairs. Additional furniture or AV equipment cannot be added to the room. Room furniture should not be re-arranged from it’s original stated, lecture style, if a group is found to have re-arranged the room furniture, Event and Meeting Services’ reserved the right to deny future room requests and may result in loss of reservation privileges and/or furniture reset charges.

VA-A, VA-B, and VA-CD each have a permanent screen, projector, and sound capabilities. A laptop and VGA cable is required. VGA cables will be available at the Information Center for check out, please have your RAM’s ID. Additionally, Macintosh adapters will be available for check out at the Information Center. USC&A carries a limited selection of Macintosh adapters so the Macintosh connectivity cannot be guaranteed. A $25 charge will be applied to reservations if the cables and adapters are not returned.

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Q. I have an important meeting tomorrow that I have to schedule, why won't Virtual EMS allow me to do so?
A. Reservations for meetings in standard setup spaces must be made at least 3 business days prior to the requested meeting and meetings in non standard spaces must be reserved 10 business days prior to the meeting date. Late requests can be made if space is available and a late room request fee is paid.

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Q. When can I submit meeting requests for the following academic year?
A. 

Includes the Commons, Larrick Student Center, and Hunton Student Center.

 

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Q. Why can't I book a Complex Event if my event is less than 60 days away?
A. 

Complex Events require planning and preparation, especially for Registered Student Organization. Registered Student Organizations are required to meet with their assigned Event Planner, failure to meet with your Event Planner will result in a denied of your organization’s request. Complex Event reservations must be submitted at least 60 days prior to the planned event date (90 days strongly recommended).

Complex Events can be reserved for the following academic year starting on the first Friday starting at 9:00 a.m., Saturday and Sunday ending at 11:59 p.m. leading into Spring Break. After Sunday, all registered student organizations must wait until the first Monday of April to continue with reserving meeting spaces, regular event spaces, information table, rolling display boards and other complex events missed from March.

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Q. I don't think my event is "Complex," why is my Event Planner changing it to a Complex Event?
A. A Registered Student Organization event will be defined as "Complex" at the discretion of the Registered Student Organization's Event Planner and/or when the event includes 2 or more of the following:

**All pageants must take place in the Commonwealth Ballroom.

 

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Q. What are the policies related to banner reservations?

Registered student organizations, University departments and VCU Health Systems may reserve indoor and outdoor banner space without charge. Banner space must be reserved through the Virtual EMS system.

Inside banners can only be on display for 7 consecutive days. It can be no larger than 8’ wide by 3’ high. Banners must be horizontal and cannot have glitter or anything hanging from them. There must be one week between each indoor banner reservation period.
Outside banners can only be on display for 14 consecutive days (2 weeks). It can be no larger than 8’ wide by 3’ high. Outside banners must be vinyl, made to withstand inclement weather conditions. They must have metal reinforced grommet holes in all four corners. Letters and graphics must be waterproof. There must be two weeks between each outdoor banner reservation period.

Registered student organizations may not credit corporations or businesses as “co-sponsors” but may state that the event is “being presented by“, “in association with,” or that the business is “underwriting,” the specific event being promoted. USC&A reserves the right to remove banners at any point should the content or condition of the banner become of concern.

For additional information please read over the Marketing Guidelines.

 

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Q. What are the policies related to information tables?
A. Information Table space must be reserved through the Virtual EMS system. Clients may have a table reservation for no more than 3 consecutive days. There must be 3 consecutive days between each table reservation. Information may not be distributed in areas away from the reserved table space. Clients may not reserve an information table indoor and outside the Commons on the same day and time.

Any use of an information table to promote the use or purchase of a commercial product or service or for fund raising will be considered a sales or service solicitation table and must follow the procedures governing those practices. USC&A reserves the right to determine the classification of tables. Cash donations or an exchange of cash is NOT permitted at information tables, please see Event and Meeting Services’ Guideline and Procedures.

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Q. What are the policies related to rolling display boards?
A. Registered student organizations, University departments and VCU Health Systems may reserve a rolling display board without charge. There are two rolling display boards, one for the Floyd Avenue and one for Main Street entrances. Clients may only reserve one side per day. Promotional materials can be no larger than 21” wide by 27” high. For additional information please read over the Marketing Guidelines.

 

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Q. What rooms are standard and non-standard?
A. Standard meeting spaces (Request needs to be submitted 3 business days before meeting)

Non-standard meeting spaces (Request needs to be submitted at least 10 business days before meeting or event)

*Virginia Rooms fall into two different categories depending on the date and time requested (see above)
**Indicates that the room is not a Smart Room and the sponsor will need to pay for an AV tech if AV services are needed.

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