Welcome to Virtual EMS (VEMS), Drake University’s online room scheduling system.
VEMS brings you the ability to browse space availability, look up room set-ups and capacities, view photos of certain spaces, and more—any time of day or night. Additionally, VEMS streamlines the room scheduling process for those who manage Drake’s spaces.
To request a certain space, you need a Virtual EMS account and appropriate request settings. See the "Creating an Account" area below. Approved users can find log-in instructions at the "Log-In Instructions" section below.
Notes for Faculty and Staff Users
You may browse space availability using the Browse menu above. To request the space, you must log in. See the "Log-In Instructions" section below.
Your request will be routed to the manager of your desired space for approval. If you are requesting space in Olmsted Center, refer to the preferred set-up styles in the Resources menu above. Upon approval, you will receive a confirmation email either 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 may need to follow up directly with the appropriate providers once your space request has been approved.
Notes for Student Users
Student access to request space is limited to the president of a student organization and one designee.
Requests must be submitted online at least 3 business days in advance of an event. (NOTE: Submitting an event/meeting request more than 3 business days out does not guarantee your space and event request will be approved.)
Once you determine which space on campus could work best for your event, initiate the reservation request process by logging in to VEMS and selecting the appropriate option (eg, “Student Organizations Event/Meeting Space Request”) under the Reservations menu. It is important to provide as much information as possible through the online form so that staff can ensure University policies will be followed, procedures are in place, and set-up and event logistics are understood and feasible. If you are requesting space in Olmsted Center, refer to the preferred set-up styles in the Resources menu above.
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.
For questions or concerns, please contact Kodee Wright (firstname.lastname@example.org or 515-271-4078).
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 University Events Office staff at email@example.com.
Creating an Account
Creating an account is simple. In most cases, Virtual EMS recognizes your Drake ID number and Drake password.
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.
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.
The Office of Events Management staff will automatically be notified of your account creation and will assign your account permissions based on your affiliation with Drake. When that process is complete, you will receive an approval email at your Drake email address.
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.
For questions or concerns, please contact Matt Miller (firstname.lastname@example.org or 271-3987) or Kevin Moenkhaus (email@example.com or 271-3902).
Thank you for utilizing Drake’s VEMS!