Virtual EMS FAQ's

While the booking system undergoes an upgrade, please email conferences@esu.edu to request a space reservation.

Virtual EMS had been the campus scheduling software since 2015. The vendor, Accruent, has migrated the previous system to a new platform, EMS Web App, that better accommodates today's mobile and web technology. The new EMS Web App should launch in 2022.

The website's Master Calendar lists events open to the campus and community.

The EMS Web App is scheduling and reservation software. It allows users to see what is available and request space.

The Master Calendar advertises events that are open to the campus and community. It is not used for requesting a room reservation.

Yes, faculty, staff, and students may view available spaces and request reservations.

You may use your regular ESU User ID and Password to log in.

Under “Browse & Search” click on Room Set Up and Capacities – you can click on individual rooms and scroll down to see photos of the rooms.

Yes, when looking for available space you can click on Browse and Search on the menu bar and click on Setup Types and Capacity – sort by room then click on filter and select your criteria.

There may be a scheduling policy in the specific building. For example, some buildings are not available on weekends, holidays, or evenings.

Yes, some rooms are restricted to department use. If you do not see a location listed, it is not currently available for booking. If you are interested in a space not visible or available in EMS, please contact Conference Services.

Rooms for events may be scheduled after the classes for the academic semester have been posted, up to 365 days in advance.

The first day of fall classes through the last day of the summer semester the next year.

You should hear back within 72 hours regarding your request.

Meetings may only be reserved for 2 hours. Contact Conference Services if you have other needs.

Events should be canceled 24 hours in advance in order to avoid unnecessary room set ups by our Facilities staff. Anyone who repeatedly cancel reservations or fails to inform the responsible scheduler of a cancel event may be restricted from making reservations in the future.

Please contact Facilities at (570) 422-3223 for any last minute changes. The ability to accommodate these changes depends on available staffing.

This is “buffer” time and prevents events from taking place back to back. The most common place to see these bars is on multipurpose locations with a required 2-hour break to give service providers (labor crew, custodial, catering, etc.) time to reset the room for the next event. This time can be adjusted as needed.

While the booking system undergoes an upgrade, please email conferences@esu.edu to request a space reservation.

This violation occurs when you try to book a room too close to the event date.

For Classrooms and Meeting Spaces, Computer Labs and Conference Rooms, Promotional Spaces, Fields and Outdoor Spaces, reservations need to be made at least 72 hours in advance.

Multipurpose Rooms and Lecture Halls need to be reserved at least 14 days in advance.

After you select the type of reservation that you are trying to make under the reservations tab, you will be brought to a room search page. Click “recurrence”. This will open up a new panel with information for you to complete. This panel allows you to select what kind of recurrence you want and how long you want it to last. Click “Apply Recurrence” when you have filled out the proper information, and complete the rest of your reservation.

This question will help push events to the Master Calendar for Campus Events and it is important you think about your response to it. Who is your intended event audience?

Open to the Public: Anyone can attend these events, whether general public or campus community. These events appear on the Master Calendar.

Campus Community: These events are only for campus (Faculty, Staff, or Students).

Faculty/Staff Only: These events are neither open to the public nor available to students.

Students Only: These are events where the intended audience is mainly students. Faculty/Staff may attend but are not the intended audience.

Invitation Only: This is an event that is only open by invitation.

Facilities, Catering, A/V, and other support are considered services.

A template is provided for requesting tables & chairs, signs, groundskeeping, and other event support. The individual making the room reservation typically enters the work orders for their own events. Please contact Conference Services or Facilities departments for assistance in completing work orders.

Events are pushed to the Master Calendar based on the Audience setting. If there is not enough information, Conference Services will contact the event organizers for more information.

Event Description Requirements

• Who should attend the event,
• What the event is for/about
• How the information/event will take place (lecture, performance, reception, etc.).
• Briefly summarize who will be speaking/performing and what they will be talking about or doing
• A description should be no less than two sentences for internal events or a minimum of sixty words for events open to the public detailing the information of who, what, and how

Absolutely! Images are highly encouraged for all events but are required for any event open to the public. Images should reflect the event that is being submitted. Idea for images include: Portraits of speakers, photos from past year's events or print-quality posters, screen shots of films or a poster/DVD cover for screenings, and scenes, settings or objects related to the event.

Do not attach images that may be considered offensive, inappropriate or in violation of applicable copyright laws.

Image specifications:

Maximum file size: 2MB
Acceptable image and document file types include: .jpg is preferred; other acceptable types are .pdf, .doc, .xls, .gif, and .png.