How-To Guide: Request AV and Videoconference Services for Non-Reservable Event Spaces
Overview
This guide provides instructions for requesting AV and Videoconferencing Services for the following situations:
- Services needed in UCH or other non-reserved spaces on the CU Anschutz Campus
- Virtual videoconferencing services that do not have an on-campus room reservation
- CU Denver Campus academic course support
- CU Denver Campus equipment installation requests
- Tip: If you already have a room reservation and would like to add services, see the guide Request Services in EMS
What You'll Need
Before you begin, you'll need:
- Access to the EMS Web Application using your University login
- Submit all service requests at least 2 weeks in advance of the activity, same-week or short-notice service requests may not be possible in EMS
- Please note, EMS Web Application is optimized for use on a desktop or laptop computer
Step-by-Step Instructions
Step 1: Log in and begin your reservation
- Log in to EMS
- Click "CREATE A RESERVATION"
- Based on your campus, scroll to either the "CU Anschutz - Audio Visual Equipment and Support" template or the "CU Denver - Audio Visual Equipment and Support" template.
- Click "book now"
Step 2: Enter the date and time
- Complete the "Date & Time" section
- Leave the "Buildings" section as Equipment Checkout
- Complete the "Location" field
- Click "Next Step"
- Tip: For UCH requests, include the UCH building and room number in the "Location" field
- Tip: For virtual service requests, include "virtual, no on-campus component" in the "Location" field
Step 3: Select service items
- Complete any required questions
- Select one of the AV or Videoconference items, and use the "special instructions" box to share details about your activity or your AV/videoconferencing needs
- Include any important start/end times
- Click "OK" when finished
Step 4: Add all items
- All selected items will move to the "Services Summary" section at the right
- Tip: To make changes to your selected items, click the "Edit" or "Remove" icons next to the item
- Complete the "Billing Information" field by providing a speedtype, note speedtypes are required to request services
- Once all needed service items have been added, click "Next Step"
Step 5: Complete reservation details
- Complete the fields in the "Event Details" section, fields outlined in red are required
- Select your name from the "1st Contact" drop down list, or start typing your name in this field to pull up your name, note the information in the "Group" field will automatically populate
- Tip: Use the "temporary contact" option to manually add the information for a contact that is not located in the drop-down list
- Complete the optional "2nd Contact" field if you would like to include a second contact on the reservation
Step 6: Complete other details
- Answer the questions in the "Additional Information" section
- Click "Create Reservation"
Troubleshooting & Tips
Conclusion
Congratulations! You have successfully submitted an EMS request for AV and Videoconferencing Services.