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Frequently Asked Questions

Virtual EMS Questions (For Internal Users Only)

1. I’m an internal client, and I have never used Virtual EMS to make a room reservation. Is there a tutorial or a training I can attend?
Once your request for a Virtual EMS account has been approved, the Master Scheduler will contact you with further instructions as to how to make a reservation in the system. If you have any further questions, feel free to contact the Master Scheduler at eventservices@belmont.edu or by calling (615) 460-6786.

2. What is my username and password to log in to Virtual EMS?
Your username will be the full email address that you entered during the account request process. Your password will be the password that you submitted during the account request process. If you have forgotten your username and/or password, please contact the Master Scheduler at eventservices@belmont.edu or by calling (615) 460-6786 for assistance.

3. If I am a Belmont student who is not a member of a recognized student organization, am I allowed to make reservations in Virtual EMS?
Students who are not the designated event contact for a recognized student organization are not permitted to submit requests through the Virtual EMS system. Space requests for academic facilities from students should be directed to the scheduler in their respective college at least ten (10) business days in advance. Departmental schedulers may only approve requests for students that are directly related to classroom instruction.

Individual students who wish to request an academic facility or an event space for an event that is not directly related to classroom instruction should contact the Master Scheduler at eventservices@belmont.edu or by calling (615) 460-6786 at least ten (10) business days in advance from the event date.

Requests by students for events that are not academic in nature will be considered Tier IV Programs, and will be billed accordingly. Please reference the Tiered Programming Rental Fee Pricing Structure Chart in the Office of Event Services Policy and Procedure Manual for billing questions.

4. Can I make a reservation for a “private” or “personal” party (i.e. graduation, retirement, birthday party, etc.)?
Yes. As a benefit to Belmont students, faculty, and staff, university facilities are available for personal events on a limited basis at the discretion of the Director of Event Services. Personal events are considered a secondary priority to university events and/or revenue-generating external events. Rental fees are reduced to fifty percent (50%) of the standard published rates, but individuals are responsible for staffing and other associated charges.

All personal or private events will be considered Tier IV Programs, and will be billed accordingly. Please reference the Tiered Programming Rental Fee Pricing Structure Chart in the Office of Event Services Policy and Procedure Manual for billing questions.

5. How do I make a reservation for a “personal” or “private” event?
Belmont Employees. The process to schedule a personal event is as follows: Complete the event space request form on Virtual EMS – provide a thorough description of the event, including event configuration, equipment and A/V needs and note “Requesting Approval for a Personal Event” in the Booking Notes field on the form. The Master Scheduler will respond to your request within five (5) business days.

Belmont Students. Individual students who wish to request academic facility or  event spaces for an event that is not directly related to classroom instruction should contact the Master Scheduler at eventservices@belmont.edu or by calling (615) 460-6786 at least ten (10) business days in advance with the following information: date and time of event, preferred room, preferred room set up, and A/V and technical support needs. 

6. Can I submit a request on behalf of an external agency to Virtual EMS?
No. All external requests are reviewed by the Master Scheduler in the Office of Event Services. Please direct external constituents to contact the Master Scheduler at eventservices@belmont.edu or by calling (615) 460-6786 to check availability.

7. How far in advance can I submit a request?
You can submit requests to Virtual EMS up to one (1) year in advance. The Office of Event Services manages the approval of requests based on the Scheduling Timetable found in the Office of Event Services Policy and Procedure Manual.

After the applicable approval date has passed, the Office of Event Services will approve programming in the following order:

a) As determined by the Priority of Use Timetable.
b) In order by the date submitted to Virtual EMS.

8. What does “First available booking date violation” mean?
If you receive the “first available booking violation” from Virtual EMS when submitting your request, your request is not in compliance with the Office of Event Services scheduling policy. Requests must be submitted ten (10) business days prior to an event scheduled in an academic facility or fifteen (15) business days prior to an event scheduled in an event space or non-event space.

Due to the staffing and resource limitations, the Office of Event Services is unable to accommodate requests that are not submitted at least ten (10) business days in advance.

9. What does “The date(s) you requested violates your last allowed booking date” mean?
If you receive this violation when submitting a request in Virtual EMS, it is because you are trying to submit a request that is more than one (1) year in advance.

Special approval for requests that are more than one (1) year in advance should be directed to the Master Scheduler at eventservices@belmont.edu or by calling (615) 460-6786. Early approval is only granted in special circumstances.

10. What are the different table/chair configurations for rooms?
You can request these set up configurations for designated event spaces on campus.

11. Is there a way to submit a recurring event (i.e. a weekly or monthly meeting) under one reservation?
Yes, follow the steps outlined below:

a) When starting to make your room request, click on the Recurrence button next to the date field.
b) Enter the Start Time and End Time.
c) Select a Pattern (Daily, Weekly, Monthly, or Random).
d) Enter the Range of Recurrence.
e) Click on Apply Recurrence.

12. I submitted a request online, how do I know it’s confirmed?
If you would like to check on the status of your event, log in to Virtual EMS. Click on Reservations at the top of the page, then click on View My Requests. This will allow you to see all of your requests that are pending or approved for the future and the status of these requests. The event will be pending until you receive a confirmation email from the Office of Event Services. The Office of Event Services will confirm or respond to all requests within five (5) business days of submission to Virtual EMS.  

Event Questions

1. How can I see a space before I reserve it? Photos are available to view for every academic facility and event space on campus through Virtual EMS. To access the photo libraries in Virtual EMS follow the steps outlined below:

a) Click on Browse at the top of the screen in Virtual EMS.
b) Click on the name and room number of the space you are trying to view.
c) Click on the thumbnail photos to enlarge the pictures under the Room Details tab.

Alternatively, you can view the photos of the spaces while you are in the booking process in Virtual EMS by clicking on the blue room number of the space you want to see on the booking grid.

2. Can I visit a space on campus without a reservation?
No. Academic facilities and designated event spaces are locked when they are not in use. If you would like to visit a particular room for any reason, you will need to submit a request to reserve the space through Virtual EMS to ensure that there are no time conflicts with the request. Campus Security is unable to unlock doors for requests that are not approved through Virtual EMS.

3. How much will it cost to host my event?
After your event has been approved, you will receive an estimate of expenses from the Office of Event Services if there are any applicable charges. This estimate will detail any potential costs that may be associated with your event.

4. Can I serve food at my event?
Catering can be served in designated event spaces only. Catering cannot be provided in academic facilities.

Sodexo/Belmont Dining Services is the exclusive university catering partner. Any food provided at an event (including but not limited to: catered food, bake sales, food trucks, and fundraisers involving the sale of food) must be approved by the Managing Director of Auxiliary Services at least fifteen (15) business days prior to the event start date.

Campus departments or groups who wish to hold small potlucks meals for the purpose of internal celebrations, meetings or team-building activities must also receive approval from the Office of Event Services at least ten (10) business days in advance to ensure housekeeping protocols are met. Belmont University is not liable for any food safety issues arising from food service at such events or by any unapproved caterers. 

If a university department or organization is utilizing funding distributed from Belmont University on catering, these funds must be spent through Sodexo. 

5. What can I use to decorate my event space?
Anyone hosting an event in a Belmont University space must first consult with the Office of Event Services staff regarding decorations best suited for use within the reserved space.

  • The use of 3M Command hooks or similar products is forbidden.
  • The use of tape, glue, adhesives, tacks, nails, screws, push pins, Velcro, command hooks, or staples is not allowed in any facility.
  • Clients may not use glitter, confetti, rice, birdseed, or any items filled with water.
  • Decorations that pose a fire hazard, including candles, fireworks, and sparklers are not permitted on Belmont’s campus.
  • Hanging items from the lighting fixtures or ceiling is prohibited. 
  • Balloons of any kind are prohibited.
  • Moving furniture is prohibited.
  • Plastic or other protection must be placed under live plants.
  • All decorations must be removed from the premises by the reservation end time, as detailed in the contractual agreement. Failure to do so will result in the items being thrown away.

Failure to obey the decoration policy will result in the client being billed for any damage or clean-up immediately following the event. If the Office of Event Services has to do any excessive clean up or repairs to the event space, those charges will be passed along to the client.

6. It is after hours and the door to my room is locked, who should I call?
If your event is after standard business hours, please call the Office of Campus Security at (615) 460-6617 to assist you in accessing the room. Campus Security officers will not unlock doors to classrooms or event spaces until the designated event contact for the reservation has arrived at the scheduled location. For after-hours requests, please plan to arrive a few minutes early to ensure that you are able to meet a Campus Security officer to gain access to the room at your scheduled start time.

7. My room is not set up correctly, who should I call?
If you room configuration is incorrect, please contact your event manager directly. If you are unable to reach your assigned event manager, please contact the Operations Office at (615) 460-8072. If it is after standard business hours, you may call (615) 319-4809 to speak to an on-call setup technician.

8. My catering has not arrived, who should I call?
Please contact the Sodexo Catering Office at (615) 460-6170.

9. How can I cancel a booking or reservation?
Cancellation of an event should be submitted via email to the campus Master Scheduler and the assigned event manager no later than seventy-two (72) hours prior to an event. Internal clients canceling an event in less than seventy-two (72) hours will pay costs incurred by the Office of Event Services that include, but are not limited to: catering, staffing, and rental equipment. Anchor and protected events canceled with less than ten (10) business days’ notice may result in assessment of direct charges such as catering, staffing, and equipment rental costs incurred by the Office of Event Services.

External Clients are required to submit cancellation via email to the campus Master Scheduler and the assigned event manager at least fifteen (15) business days in advance.