Virtual EMS

Adelphi University Online Room Requests


 

Welcome to the Adelphi University Online Room Reservation System. You are now able to browse events and facilities as well as request space at the Ruth S. Harley University Center and Alumni House.

If you do not have an account, please go to “My Account” to request one. To be eligible for an account, you must be a representative of a University Department or an officer of a Student Organization. After you have entered and completed the required information, you will receive an E-mail within two business days regarding your account status.

By requesting space for the Ruth S. Harley University Center, Alumni House or the Campbell Lounge you are acknowledging your acceptance of all building and usage policies. Policies and procedures may be viewed at

http://students.adelphi.edu/sa/auxiliary_services/.

 
Please Note:  Submitting a reservation request does not mean your space is confirmed. All requests will be reviewed and followed up with an e-mail notification.

 

 

Frequently Asked Questions

Q: Will I need an account to use the room reservation system on the web?

You may browse the room reservation system for events and facilities through EMS without having an EMS account. You must have an EMS account to submit a reservation request.

Q: How do I make an online reservation?

·         Log onto eCampus and select the "Services" tab.

s   Scroll down and select the "Virtual EMS" icon.

Select "Reservations” and choose the appropriate link. 

Provide event information as requested, and then click "Find Space". 

·         If the room you would like is available, select the green + sign to select that particular room and then click "Continue".

·         Complete the event details. Any field with a red asterisk is a mandatory field.

·         After completing all the fields hit the “Submit Reservations” button

Q: If I want to request a particular room and it does not come up as an option what do I do?

If the room you desire does not come up as an option that means the room is not available for the date you are requesting or the room cannot accommodate the number of attendees you are reserving for.

Q: Should I submit individual requests for recurring dates?

You may make requests for recurring dates by clicking on “Recurrence” on the “When and Where” portion of the request. You may select daily, weekly, monthly or random recurrence patterns.

Q: How far in advance may I make an online reservation?

The Adelphi community will be allowed to book space online for the Ruth S. Harley University Center and Alumni House one year out from the start of each semester.

Q: How will I know when my online request has been approved?

You will receive an email confirmation. If you do not receive a confirmation within 3 business days contact Reservations at Herring@adelphi.edu.

Q: How do I make a change to an existing reservation?

Contact Reservations at Herring@adelphi.edu.

Q: How do I cancel an existing reservation?

From the "Reservations" tab, click on "View My Requests", click on the event you wish to cancel and then click "Cancel". For cancellations less than 48 hours prior to the event contact reservations at Herring.adelphi.edu

Q: How do I order food for my event?

Contact Lackmann Culinary Services at 877-3954 or place your order online at 

http://www.adelphi.catertrax.com/

Q: Who do I contact for audio visual equipment?

Basic audio visual requests can be provided through your Auxiliary Services Event Coordinator. If you require extensive equipment such as smartboards, video conferencing or multiple workstations you will need to contact the IT Department. Such equipment should not be viewed as “reserved” until IT provides a written confirmation.

Q: How will you know how I wish to have my room set?

On your email confirmation you will see the name of your Event Coordinator. Contact this individual to review your event and all set up details. In order to assure that you receive the set up you desire, please make contact at least one week prior to your event. We are unable to guarantee last minute requests.