Drake University - Virtual EMS

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 more details.

 

 Log-In Instructions

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 roomreservations@drake.edu.  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

Creating an account is simple.  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. Make sure you are listed as the president or the president’s designee on Community.

1.     Click Log In from the My Account menu above.

2.     On the next page, enter your nine-digit Drake ID number and your Drake password, then click the Login button.

3.     You will be asked to state your affiliation to Drake, AND your department or Registered Student Organization. Please no abbreviations or acronyms.

4.     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 business day.

5.     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.

 

Notes for all users

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" section above.

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 roomreservations@drake.edu.

 

Special Providers

1.       Drake Dinning – brett.lindman@drake.edu

2.       Classroom technology – contact the help desk ext:3001

3.       Event technology – email roomreservations@drake.edu

4.       RSO needs – kodee.wright@drake.edu