Guide: Self-book EMS Meeting Space

Overview

This employee guide provides instructions on how to self-book meeting space reservations for conference rooms and classrooms, within the Event Management System (EMS), for internal university meetings. Student organization supervisors may self-book space reservations for student organizations. Some key notes about meeting reservations include: 

• Classes take priority over meetings. 
• Reservations can be made for meeting dates that fall within the current semester.
• Meetings that serve food are required to remove any food items from the space after the meeting ends.
• Event space reservations are not applicable to EMS self-booking. 

Article Sections

• Meeting Room Spaces
• Instructions: Reserve meeting space in EMS

Meeting Room Spaces

St. Paul Campus

You can self-book reservation of general use, conference, or classroom space in EMS for meetings in the following buildings:

• METRO_FH_Founders Hall
• METRO_LIB_Library
• METRO_NM_New Main
• METRO_SEC_Science Education Center
• METRO_SJH_St Johns Hall

Please submit Meeting Assistance Request to schedule meetings in spaces not available via the Web App,

Management Education Center (MEC), Minneapolis

• General MEC Support Resources.
• For MEC Huddle and Breakout Room scheduling, reference MEC Room Scheduler Guide 
• For MEC Classroom or Conference room scheduling for internal university meetings, contact: Metro State Meeting Request or Central Scheduling
• For MEC Event Space Reservations, contact Minneapolis College Central Scheduling.

Public Safety & Police Science Center (PSPSC), Brooklyn Park

• For internal university meetings in any of the PSPSC spaces listed below, contact Metro State Meeting Request or Hennepin Tech Scheduling.
• For all other spaces and/or event scheduling at PSPSC, please contact Hennepin Tech Scheduling.

Metro State Spaces at HTC_BP_Public Safety & Police Science Center (PSPSC):

• 104 Conference Room  
• 205 Computer Room [METRO]
• 206 Classroom [METRO]
• 211 Forensics Lab [METRO]
• 212 Classroom [METRO]
• 213 Classroom [METRO]
• 214 Classroom [METRO]
• 215 Classroom [METRO]

Instructions: Reserve meeting space in EMS

1. Log into the Virtual Event Management (EMS) using your Star ID and password. 
2. Once logged in, you will be at the HOME navigation page, Under My Reservation Templates, select the book now button from the template you would like to make a reservation.  
   
3. In the left pane, edit the Date, Start Time, and End time. You can also select the Recurrence button for options to book space for several meetings that share the same start and end time.
4. Select the Locations Add/Remove option.
   
5. A new pop-up window will appear. Check the box next to each/all listed building(s) that you would like to include in your search. Or, under Selected Locations click the red circle to remove a location. 
   1. There is a Views tab you can click on as well. This is a pre-set group of spaces that are frequently searched across multiple buildings/campuses. 
6. 
7. Once locations are selected, click the Update Locations button.
8. In the schedule grid, add a room by selecting the green plus button next to the room name. The plus will only display next to available spaces for the date/time you selected.
   1. Make sure to verify room capacity is sufficient for the expected number of meeting attendees.
   2. Room details, features, and photos are available by selecting the room name link, located directly to the left of a room's listed capacity. 
      
   3. To remove a room, click on the red button next to the room name listed under Selected Rooms. 
      
9. Once you have added your rooms, select the Next Step button in the upper right corner. 
10. On the Reservation Details page, complete the following fields: 
    1. Event Name: Enter a meeting name. Please ensure the name is clear and straightforward.
    2. Event Type: If the meeting is for training select Training, otherwise leave this field, unchanged, as Meeting.
    3. Group: If this field is not already auto-populated, select the magnifying glass to the right of the field and search for "METRO_" in the popup search. If you do not see your department/group name, please submit Metro State Meeting Request.
    4. 1st Contact: Use the dropdown to find and select your name. This will auto-fill 1st Contact Phone and Email Address fields.
    5. 2nd Contact (optional): Select a 2nd contact as desired
    6. Under, Additional Information: 
       • Select Yes or No response to: Please contact me to schedule a training session on the use of the room technology. If yes, IET Staff will contract you within 3-5 business days to coordinate. 
         Note: Please allow a minimum of a two week advance notice prior to your scheduled meeting reservation to enable coordination and scheduling for training.
       • Select Yes to: I understand checkout equipment is available.
         • Equipment Checkout Request is available for meetings. 
       • Select Yes to: I understand I will contact Center for Accessibility Resources (CAR) as an available resources as needed 
         • accessibility.resources@metrostate.edu or 651-793-15749
       • 
    7. Terms and Conditions: You must select I have read and agree to the Terms and Conditions to continue the reservation. 
11. Select the Create Reservation button. A Reservation Created page will display the following options:
    
    1. Add to my calendar: You can select Save file to save to Downloads (or other location you have set), then open it, Save and edit as needed and Close. You can also select Open with Outlook, edit, then Save & Close to save in Outlook. 
    2. Instead of adding to your calendar you can Edit this reservation: This will allow you to select and edit RESERVATIONS DETAILS tab, ADDITIONAL INFORMATION tab, or ATTACHMENTS tab listed at the top.
    3. Or, you can: Cancel booking - select the red circle listed under Remove; Add to My Calendar - located upper-right; or add an additional booking for another day - select New Booking button - located on the right of the page. add it to your calendar or continue to step 11 to add an additional booking (another date).
    4. Edit this reservation: This will allow you to select and edit RESERVATIONS DETAILS tab, ADDITIONAL INFORMATION tab, or ATTACHMENTS tab listed at the top. Or, you can: Cancel booking - select the red circle listed under Remove; Add to My Calendar - located upper-right; or add an additional booking for another day - select New Booking button - located on the right of the page. 
12. To add a second (or more) date/time for meetings with the same name, please click on the New Booking button on the right side under the Bookings section.
    1. You can repeat the process, but some things will already be filled in for you as you are adding another date/time to your existing meeting.
    2. Instead of a next step button, click the Update Reservation button. This will add the new date/time/room to the existing reservation and you will be taken to the reservation summary page. You can add/edit details for any of the bookings in this reservation.
    3. When you click on My Events to go back to the home page. You can also click into the House button on the left navigation to get to the Home area as well.
    4. Under the Reservation Templates area, you will see My Bookings. This is where you can see/edit reservations made by you via the WebApp.