How to Make a Reservation

How To Make A Reservation

1. Navigating the site: www.graceland.edu/rooms
2. Logging into VEMS
   1. First time users will need to Create an Account under "My Account." This can simply be done by putting in your email address and creating a password you will remember. Then you are ready to go!
   2. Return users will go to "My Account" and log in. At this time you will put in your email address and password you have chosen. *please note, should you forget your password you can contact Amanda Waske at x5494 or by email at amanda.waske@graceland.edu to create a new passwword.
3. Check Room Availibility
   1. You are responisble for checking on the availibility of a room before submitting your request.
   2. "Browse Events" will allow you to see when a specific room is available.
4. Requesting A Reservation
   1. After you have checked on whether your requested room is available or not then you can proceed to making your reservation.
   2. Requests - Room Requests
      1. Date - Shaded indicates selected date(s)
         1. Date Pattern allows you to choose specific occurrence's. For example every Monday for a month.
      2. Location
         1. Buildings
         2. Rooms
         3. CAUTION: Please be sure that this information is filled in!!
      3. Time - Be SURE to put in time for set up and tear down - including times for Food & Facility Service
      4. Set Up Information
         1. Attendance - It is important to indicate how many people will be attending your event.
         2. Set up Type - This is still being modified, however, if your option is not listed please indicate set up needs in the Misc. Information section below.
      5. Event Details
         1. Event Name - Be specific about your event
         2. Event Type - Athletic event, meeting, banquet, etc.
      6. Customer Details
         1. Customer Name - What department/organization to you represent
         2. Contact - Person to contact with questions/concerns
         3. Phone
         4. Fax
         5. Email - this is where the reservation confirmation will be sent
      7. Additional Information - Please indicate whether a smart cart or microphone will be needed for the request along with any other misc. information that is pertinent to your reservation.
   3. Submit Reservation
   4. PLEASE NOTE: All requests for space will be addressed within 48 business hours.
5. Web Request Details
   1. This is a recap of the information you submitted
   2. PLEASE NOTE: "Request Date" is not the date you selected for your event, it is the date you made the request. The date of your event is listed by "Date Requested."
6. Reservation Processed
   1. Approved: When the request has been approved, a confirmation will be sent via emali. Only when you have received your confirmation the room has officially been reserved.
      1. Once you have received the confirmation email please review the Policies & Procedures for your requested room. These can be found on the Campus Reservations home page.
   2. Declined: Should there be a conflict with your reservation an email will be sent out indicating that your reservation has been declined.