Welcome to Virtual EMS
(VEMS), Drake University’s online room scheduling system.
VEMS streamlines the room scheduling process. It allows you to browse space availability,
look up room set-ups and capacities, view photos of certain spaces, and
more—any time of day or night.
To request a space, you need a Virtual EMS account and appropriate
request settings. See the "Log-In Instructions" and
"Creating an Account" sections
below. Please see the Notes for all users sections below for
Choose the Log In option from the My Account menu
above. If you are unable to log in with your nine-digit Drake ID and Drake
password, please contact the Office of Conference and Event Services at firstname.lastname@example.org. For students, before you contact room
reservations about not being able to log in/create an account, please make sure
your Community page is up to date.
Creating an account is simple.
Virtual EMS recognizes your Drake ID number and Drake
NOTE TO STUDENTS: If you are not the president of your
student organization or the president's designee, your account will not be
given access to request spaces. Rather than creating a Virtual EMS
account, contact your organization's president or their designee to request
spaces. Make sure you are listed as the president or the president’s designee
Click Log In from the My
Account menu above.
On the next page, enter your nine-digit
Drake ID number and your Drake password, then click the Login button.
You will be asked to state your
affiliation to Drake, AND your
department or Registered Student Organization. Please no abbreviations or acronyms.
The Office of Conference and Event
Services staff will automatically be notified of your account creation and will
assign your account permissions based on your affiliation with Drake within 3
When that process is complete, you will
receive an approval email at your Drake email address. You will not be able to
book space until you receive this approval email.
While your account permissions are being assigned, you still may
use VEMS to browse space availability, but you will not be able to request the
spaces until your request settings have been approved.
You may browse space availability using the Browse menu
above without logging in. To request the space, you must log in. See the "Log-In Instructions"
Requests must be submitted online at least 5 business
days in advance of an event. (NOTE: Submitting an event/meeting request
more than 5 business days out does not guarantee your space and event request
will be approved.)
Your request will be routed to the manager of your desired space
for approval. You may have to wait up to 3 business days for an approval. Upon
approval, you either will receive a confirmation email directly from the space
manager or automatically generated from the EMS system.
Please note that if you have any special accommodations, such as
food or audio-visual equipment you can request this through VEMS - you may need
to follow up directly with the appropriate providers once your space request
has been CONFIRMED. See list of special providers below.
After you determine which space on campus could work best for your
event and have started the booking process, it is important to provide as much
information as possible through the online form. This is so to ensure University policies will
be followed, procedures are in place, and set-up and event logistics are
understood and feasible.
Please note that you will receive a follow-up communication with
the status of your request (i.e., Confirmed, Canceled, Tentative Hold) after
you have submitted your event request.
DO NOT move forward with marketing your event until you have
received an online confirmation stating that your event status is CONFIRMED.
For questions or concerns, please contact email@example.com.
Drake Dinning – firstname.lastname@example.org
Classroom technology –
contact the help desk ext:3001
Event technology – email
RSO needs – email@example.com