The Event Management System integrates all room reservations through a single interface to provide the following:
- A simple, standardized reservation process and learn-it-once interface for all end-users. The reservation form is a one-stop for most room scheduling needs.
- One room reservation list to help avoid double-bookings.
- One room reservation list to enable service providers to coordinate their activities. The Physical Plant can schedule room maintenance around scheduled events.
- Event Management of one comprehensive list of University-wide events which will facilitate activity analysis and capacity planning.
- Integration with the University Calendar and with departmental sub-calendars. Events are entered once and shared.
The Event Scheduling e-Services links are found on the e-Services home page. These links are on the left side towards the bottom of the page. The following links are available:
- Home Page. This link navigates to the Event Scheduling Home Page. This page is the main entry point for Event Scheduling processes.
- Add an Event. This link navigates to the Event Form. This form is used for scheduling an event.
Note: See Event Form.
- University Planning Calendar. This link navigates to the University Event Calendar. This calendar allows for viewing specific event types or all events for a selectable time period.
The Event Management e-Services allows the users to perform the following processes:
- View Entered Events. The Home Page has the Event List that will display the latest items that you have entered or are sponsoring. The status for each event is displayed. A filter can be used to display events that you have entered by either event number, keyword in event title, status of event or by date. Selected entries can be cloned, updated or deleted.
Facility Coordinators will be able to view the events entered that are for their area. They will be able set the event status to Confirmed or Conflict.
Note: See Event Status and Event List.
- Schedule an Event. The Add Event link is used to open the Event Form. This form is used to schedule an event. Once this form is completed and entered, an email will be sent to the Facility Coordinator. The Facility Coordinator will either confirm the event or will give it a status of Conflict. See Event Menu.
- Browse the Planning Calendar. This link opens the University planning calendar. This calendar will display selected events or all of the University events.
- Browse Room Pictures. The details of individual rooms within the campus buildings can be viewed. These details include the capacity, room type, features and room image (when available).
- View Planned Events. Planned events can be viewed by searching for these events by room and by date. See Room Form.
- Find Room Features. Rooms can be selected by entering specific room features, room type and number of seats. Once these criteria are entered, a report will list all of the rooms that meet the criteria. Schedule link will open an Event Form with the associated fields already populated. See Features Form.
- Find Available Rooms. Available rooms can be found by entering room features, room type, seating capacity, building, start date, start time and end time. Once all of the desired criteria are entered, a list of available rooms that meet the criteria will be displayed. A Schedule link will open an Event Form with the associated fields already populated. See Room Available Form.
- View Features and Planned Events. A scrollable linked list of all available rooms with features is displayed. Clicking on any room will display the planned events for the selected room. The planned events are viewed in week intervals. See View Features and Planned Events Form.
- Find Double-Booked Rooms. A report will list double-booked rooms within a selected date range. A specific building or buildings can be added to the search criteria. See Double Booking Form.
- View After Hours Events. After hour events can be viewed by a selected date range and building. See After Hours Form.
Note: "After hours" is defined as the time between 4pm and 8am as well as Saturday and Sunday.
- Find Facility Coordinators. A report will list the Facility Coordinators, Notification personnel and Service Providers for the rooms and buildings. Each individual's email address will be listed. Clicking on their email address link will allow you to send an email. See Facility Coordinators Report.
- Calendar Administration.
- Edit Course Detail. This allows scheduled course details to be updated or purged. See Course Detail Menu.
- Load Course Detail. This form allows course entries to be added to, updated or deleted from the event table. This process can be for just one course or for all courses in a semester. This process uses the courses that are listed in the Course Detail Menu. See Load Course Detail Form.
- Edit Final Exam Times. This allows for Final Exams to be scheduled, updated, expired or purged. See Final Exam Menu.
- Load Final Exams. This form allows the final exams to be added to the event table. See Load Final Exams.
The status of each event is displayed on the Event List.
- Pending. This status means that the event has been entered into the planning calendar, but the room is not reserved. The Facility Coordinator will receive an email alerting them to confirm the event.
- Confirmed. This status means that the event has been entered into the planning calendar and that the room has been reserved. No further action is necessary.
- Conflict. This status means that the event has been entered into the planning calendar, but it does not have a room reservation. The Facility Coordinator has marked it as a conflict. The requester needs to return to the Event Form and update it with a new room selection.
There are five levels of calendar access:
- University Calendar. This is the calendar of events that is open to the public and that is linked from the University Home Page.
- Planning Calendar. This calendar includes all public events on the University Calendar as well as events viewable only to faculty and staff. The intent of the Planning Calendar is to help event planners coordinate their occasion with other activities on campus. This coordination can avoid planning similar events at the same time that might draw from the same audience group.
- Organization. This calendar view includes events that are on the University Calendar, the Planning Calendar as well as events that are viewable to those individuals associated with a University Department. Only individuals in the same department need to see recurring departmental staff meetings.
- Individual. This calendar includes only those events that have been entered or sponsored by the individual logged in to e-Services.
- Do Not Display. Events with this designation will not be displayed on any calendar, but the room reservation will be logged so that no scheduling conflicts occur.
The following is a list of automated Emails sent by the Event Management system:
- Requester Reservation Email
- Facility Coordinator Email
- Planning Calendar Coordinator Email
- Requester Confirmation Email (Available)
- Requester Confirmation Email (Not Available)
- University Calendar Coordinator
- Service Provider Email
- Cancellation Email to Facility Coordinator
- Cancellation Email to Service Providers
View Features and Planned Events Form