Using Virtual EMS (VEMS) to Request Lewis & Clark Venues

Lewis & Clark College's Calendar of Events (Virtual-EMS) website http://calendar. lclark.edu is a great tool to search for and view classes and special events booked in Lewis & Clark venues. In addition, faculty and staff can submit requests for event space online via VEMS, which is the method the Office of Campus Events prefers to receive requests for non-classroom space.

You will need a VEMS login and password to request space online via VEMS (accounts are currently only available for faculty and staff---if you are an L&C student, please contact of Office of Campus Events to discuss your event needs). 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 Campus Events, events@lclark.edu.

Accessing the VEMS Calendar Off-Campus
You can also access http://calendar. lclark.edu 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 Enterprise, click on it and you will be re-directed to the calendar.

Frequently Asked Questions
Q: How can a faculty or staff person request space for a meeting or other event using the online VEMS reservation system?

A: To schedule non-classroom space at the College through VEMS, you will need a login and password. Once you have a VEMS account set-up through the Office of Campus Events, follow these steps:

1. Go to the VEMS website: http://calendar. lclark.edu
Bookmark the web address for easy reference.

(NOTE: Please use the most up-to-date version of your web browser for best results viewing content on the VEMS webpages. If you are not comfortable with updating your web browser software, please call IT, , for technical assistance).

2. Look up the date you want to schedule an event, and search the schedule of events listed to determine if there is an appropriate venue available for your event.

3. If you find a suitable location, login to request space.

4. Enter your VEMS login email address and user password. Then click the "Log In" button.

5. Once VEMS indicates you're logged in, click on the "Make a Request" link located at the top of the screen.

6. Accurately complete all the requested information regarding the date, time, and place of your event. Click on the "Checkout" button to process your room request.

7. The request will be sent to the Office of Campus 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. Please allow 5 working days to process requests.

NOTE: You do not have a confirmed reservation until you receive a confirmation notice via email from the Campus Events staff.

Q: How can a faculty or staff person check on the status of a VEMS room request?

A: Follow these steps:

1. Go to the VEMS website: http://calendar. lclark.edu
Bookmark the web address for easy reference.

(NOTE:Please use the most up-to-date version of your web browser for best results viewing content on the VEMS webpages. If you are not comfortable with updating your web browser software, please call IT, for technical assistance).

2. From the VEMS main page, click the "Log In" link at the top of the screen.

3. Enter your VEMS login email address and user password. Then click the "Log In" button.

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 Campus Events, confirming space has been booked for your event.

DENIED: If your web request cannot be fulfilled, Campus Events' staff will leave a message on the VEMS request explaining why the request cannot be fulfilled.

NOTE: You do not have a confirmed reservation until you receive a confirmation notice via email from the Campus Events staff. Please allow 5 working days to process requests.