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Conferences and Events

Using the Room Request System (VEMS)

Lewis & Clark’s Web Room Request System (VEMS) is a great tool to browse scheduled classes and special events. In addition, faculty and staff are invited to submit requests for event space using the system. We ask that students contact our office directly for event planning and scheduling assistance, rather than using the VEMS system. 

Set up your VEMS account

Faculty and staff, to set up your personal VEMS account, please send an email message including your full name, campus phone number, and department/organization affiliation to the Office of Conferences and Events, events@lclark.edu.

Submit a request using VEMS
  1. Go to the VEMS website: calendar.lclark.edu.
  2. Under the My Account drop-down menu, click Faculty/Staff Log In.
  3. Log in to VEMS using your full email address as your user ID and your user password.
  4. Under the Reservations drop-down menu, click Request Venue.
  5. Accurately complete all the requested information regarding the date, time, and place of your event. Use the Availability Filters to narrow your search as necessary.
  6. Click Find Space.
  7. Choose an available space by checking the green and white plus sign to the left of the space you are interested in.
  8. Accurately complete all the requested information on the Details tab.
  9. Click Submit Reservation.
  10. The request will be sent to the Office of Conferences and Events, where your reservation will be made on a first-come first-served basis. The web browser will re-direct you to the current day’s list of events. If you wish to verify your request has been successfully submitted, click the View My Requests link on the Reservations drop-down menu. Please allow 5 working days to process requests.
  11. Please note: You do not have a confirmed reservation until you receive a confirmation notice via email from the Conferences and Events staff.
Check the status of a VEMS room request
  1. Go to the VEMS website: calendar.lclark.edu
  2. Under the My Account drop-down menu, click Faculty/Staff Log In
  3. Log in to VEMS using your full email address as your user ID and your user password.
  4. Click on the “View My Requests” link. The status of your request will be marked as follows:
    PENDING: The web request is still being processed.
    APPROVED: If your web request can be fulfilled, you will receive an e-mail message from the Office of Conferences and Events, confirming space has been booked for your event.
    DENIED: If your web request cannot be fulfilled, Conferences and Events’ staff will leave a message on the VEMS request explaining why the request cannot be fulfilled.

You do not have a confirmed reservation until you receive a confirmation notice via email from the Conferences and Events staff.

Access the VEMS calendar from off campus
  1. Go to http://webvpn.lclark.edu and login using your email name and password.
  2. You will see a link for Virtual EMS, click on it and you will be re-directed to the calendar.

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