Room Scheduling
- Faculty & Students who are registered in the School of Music may request spaces using Virtual EMS in the Music Building (MU) or Scheidt Family Performing Arts Center (SFPAC). Events in the Communication and Fine Arts Buidling (CFA) or any other venue on or off campus must be booked by the Facilities Manager's office. Email details to scheduling_music@memphis.edu.
- All requests will be addressed in the order they are received. Requests must be submitted in a timely manner to allow adequate time for facility preparation. VEMS does NOT allow requests less than 24 hours in advance. Requests regarding weekend reservations must be submitted by 11am on Friday.
- All requests for Harris Hall or the SFPAC Concert Hall must be submitted to the Events Manager through email at least seven days before the requested reservation date. Any request after the seven day deadline will be reviewed at the discretion of the Facilities Manager.
- For information on recital scheduling and guidelines, visit the recital scheduling section in our student handbook.
How to Schedule an Event Using Virtual EMS
1. LOG-IN: Go to http://vems.memphis.edu and sign in using your Memphis username and password. (VEMS is not compatible with Mozilla/Firefox.) Click "Book Now" to begin booking.
2. STARTING THE RESERVATION: Insert the "Date, Start & End Time, and Locations." To search or select a room use
the "Let Me Search For A Room" options or the "I Know What Room I Want" section by
typing the room name.
*PLEASE NOTE, start and end time must be more than 15 minutes after/before surrounding
reservations. You will not be able to request a space within 15 minutes of another
reservation.*
3. SELECTING THE ROOM: The grid screen shown below will appear. White space indicates availability and blue space represents unavailable space for booking. To get more information on a room such as if it contains a piano, click the room name in blue.
To select a location, click on the green plus sign to the left of the room. The room will appear in the "Selected Locations" area. Click on the red minus sign and it will remove the room.
VEMS will then ask for the number of attendees and setup type. Always select "Existing Set" for the setup type.
4. ADDING EQUIPMENT NEEDS: Type any equipment needs in the "Set Up Box." (ex. 5 chairs, 3 music stands, etc.) If requesting Harris and need a piano, specify that is a grand piano. Students will be expected to provide arrange their own chairs/seating/staging. Stands and Chairs will be stored off-stage for use.
5. RESERVATION DETAILS: Fill in the event details using the instructions below.
- Enter an "Event Name."
- "Event Type" select either "Practice or Performance." (Performances will automatically display on the School of Music Calendar.)
- "Client Name" search and select "UofM School of Music."
- "1st Contact" select "(temporary contact)" and add your name, phone, and email.
For VIP Information: The most common selection for VIP attending will be "None." If the VIP is not listed or there are multiple, select "Other/Multiple" and list them in event description. If you have any VIP guest planned, please notify the Scheduling Coordinator at scheduling_music@memphis.edu.
6. SUBMITTING YOUR REQUEST: After submitting, you'll receive an email notification. (This is not a confirmation.) Once your booking is approved, you'll receive a confirmation email.