Welcome to Scripps College Virtual EMS (VEMS)

**To Request an account, select the “My Home” tab**

 

SCRIPPS CAMPUS EVENT REQUEST PROCESS

·         All campus event requests must be submitted through VEMS.

·         Submitting an event request does not guarantee that the event or space will be approved. Your event is not confirmed until you receive an email confirmation from the Office of Events and Conference Services.

·         Events should not be promoted internally or externally until Events and Conference Services has approved the event and location.

Academic Classes published in the 5C semester course schedule take priority!

·         The Events department works diligently with the Registrar’s office to ensure that class listings in EMS are correctly reserved and confirmed.

·         There are instances where unforeseen scheduling conflicts may occur. If a class is in session during the time of your reservation, please reach out directly to Events at events@scrippscollege.edu.

·         The events team will make every effort to find you an alternative space for your program. Any class that is part of the Scripps curriculum will take precedence; therefore, your program or event location will change.

 

RESOURCED EVENT REQUESTS

 

·       Events that require resources include Facilities/Setups, Catering, and Media Services.

·       Submit your event request at least five (5) days before your event date. The earlier you submit, the more likely it will be approved.

·       All resourced events must include a setup diagram. This applies to any reservation involving tables, chairs, microphones, speakers, etc.

·       Diagrams must be created using Social Tables, a user-friendly platform. To be added to the system, email events@scrippscollege.edu with the subject line: “Need to be Added to Social Tables.”

Or use this link. Look for an email from Social Tables prompting you to create a username and password (check your spam/junk folder).

·       Once submitted, your event request will be reviewed within 72 hours. During this time, the space is placed on hold and cannot be requested by others.

·       The Events team will confirm availability of resources (Facilities, Catering, Media Services) with campus partners during the 72-hour review period. Your event is not confirmed until you receive an official email confirmation from the Office of Events and Conference Services.

·        Submitting a request does not guarantee approval of the event or space.

·       Changes or additions to your request must be made at least 72 hours before your event. Use the My Events section in VEMS to process changes.

·       Requests for technical support or setups made within 72 hours of the event may not be accommodated due to limited staffing and resources.

·       For Catering, please place your order directly with Bon Appétit.

·       For Campus Maintenance, Grounds, and Media Services, use the drop-down menu in VEMS to add services. Refer to the VEMS instructions for guidance.

·       You may now reserve the Hampton Room and Balch Auditorium through the system.


In the event of late requests for technical support and set ups within 72 hours of your event, your request may not be confirmed due to limited availability of resources and staff.

 

NON-RESOURCED EVENT REQUESTS

Use the Non-Resource Reservation Request Reservation Template to make these requests and receive immediate confirmation.

STUDENT EVENT REQUESTS

·         All student event requests on Scripps Campus must receive approval and confirmation from the Office of Student Engagement (OSE) by first filling out and submitting the OSE Event Reservation Form for OSE to review your event.

·         This form needs to be submitted at least two weeks prior to the day of the event.

·         Upon approval, OSE will add the reservation to EMS and send an approval email to the event organizer and CC Public Events for review.

·         Once Public Events approves and confirms the event reservation, a confirmation email will be sent to the organizer.

·         If you plan to have an external vendor (i.e. photobooth, boba truck, etc), then a Certificate of Liability Insurance will be required.

·         For larger scale events where the estimated attendance exceeds 50, please make an appointment with a staff member at OSE at least 3-4 weeks prior to the event.

·         Please note: submitting an event request does not guarantee that the event or space will be approved.

·         Events should not be promoted internally or externally until Public Events has approved the event and location.

·         For more information regarding the event registration procedures and policies, please review the Guide to Student Life section 4.19: Event Registration and Facility Use Procedures and Guidelines.


If you encounter issues with VEMS or need help troubleshooting, contact the IT Service Desk.