Schedule an On-Campus Event
Reserve space on campus using Virtual EMS.
Log in to Virtual EMS using your CCA user name and password.
All events must have approved reservations before they publish to the web calendar. (Note: Complete as much of the event information as you can. Event images and complete descriptions can always be added later.)
CCA's web editor reviews all approved reservations and contacts the point person to add any outstanding information necessary to complete the reservation (i.e., image, description, or both). Images may be sent to the web editor directly via email (be sure to cross-reference the event), or added to the reservation after it's been approved.
In order to add event images to a reservation, a confirmation prompt (an email sent by the web editor through Virtual EMS), must be sent.
This notification has two purposes:
It reminds the submitting party to add an image (a link is included in the email), as well as any other missing information; and
It also serves as confirmation the submitted event has been received.
It is the requesting party's responsibility to add this information to Virtual EMS as quickly as possible.
About Web Calendar Event Listings
Always submit event requests as far in advance as possible.
Typically all events post to the web calendar within 5 to 10 business days from the date the event was approved by the scheduling manager.
For promotional purposes, some events must be added to the web calendar far in advance. They are posted as placeholders. It's especially important to submit reservation requests to EMS, have representative images added, and provide complete event descriptions as early as possible.
Event requests submitted and approved fewer than five days out cannot post to the web calendar.
CCA produces an impressive number of events, and there are many, many changes involved in securing an accurate calendar. Typically, the requesting party is sent the event listing URL as confirmation.
It is your responsibility to ensure the web calendar posting is accurate.
Follow these guidelines when submitting your event reservation request in EMS (as well as when you receive the the confirmation URL):
- double-check all contact information for accuracy (name, email, phone)
- provide reception details (if applicable) -- hours, location, date -- especially if they differ from main event
- identify which program(s) should be tagged (use caution: not all programs want your event tagged in their events view)
- clearly identify all sponsors related to the event
- allow a minimum of one week for event to post
- if the event is offsite, is the address accurate? Can you provide a Google map link?
Typically, corrections to event postings are made within 24 hours, time permitting. Indicate only the necessary correction(s) and always provide the URL for the event listing.
Send all changes to the web editor for fastest processing.
For best promotion, include an image with your listing. Images must be a minimum of 462 px wide by 250 px tall.
JPG or PNG file formats only. Do not send PDFs.
Include a caption or artist credit (or both). (Note: It is assumed the event requester has secured permission to use a submitted image.)
For off-campus events, please send your event details to firstname.lastname@example.org (include as much information as possible, specifically the event description and cover image).