Room Scheduling
Virtual EMS System
- Faculty may request spaces using Virtual EMS in the Music Building (MU), Communication and Fine Arts Building (CFA), or Scheidt Family Performing Arts Center (SFPAC). Events in the Psych Auditorium or any other venue on or off campus must be booked by the Music Scheduling Office. Email details to scheduling_music@memphis.edu.
- Students do not have access directly to Virtual EMS, but may request space in the Music Building (MU), Communication and Fine Arts Building (CFA), and Scheidt Family Performing Arts Center (SFPAC) by contacting the Music Scheduling Office. Events in the Psych Auditorium or any other venue on or off campus must be booked by the Music Scheduling 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. Request regarding weekend reservations must be submitted by 4:30 PM on Friday.
- All requests for Harris Hall or the SFPAC Concert Hall must be submitted to the Scheduling Coordinator 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.
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 YAMAHA or STEINWAY grand piano. Students will be expected to provide their own folding stands and arrange their own chairs/seating.
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.
- "2nd Contact" select "Music Building Manager 1."
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.