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Campus Event Scheduling System

  • 1.  Campus Event Scheduling System

    Posted 05-07-2019 09:00
    I'm interested in what scheduling/reservation system campuses use. Our Office of Campus Event Services is responsible for maintaining a central scheduling system for all meeting and event spaces on our campus.

    Thanks,
    Brian

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    Brian Browning
    University of Tennessee
    Executive Director of Auxiliary Services
    Knoxville, TN
    browning@utk.edu
    865-974-3061
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  • 2.  RE: Campus Event Scheduling System

    Posted 05-08-2019 10:28
    We currently use 25Live through Collegenet.

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    DeShanna Rider
    The University of Texas at San Antonio
    Associate Director of Business Operations
    San Antonio TX
    United States
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  • 3.  RE: Campus Event Scheduling System

    Posted 05-09-2019 10:46
    We are currently using EMS at TSU(http://www.tnstate.edu/events/) and I used this system prior to joining this campus.
    Events Management at Tennessee State University (TSU), Nashville, TN -Rent a space at TSU for your next event! Weddings, Conferences, Receptions, and more...


    Dr. C. Johnson
    Chief of Staff 
    (615) 963-7401
    johnsonc@tnstate.edu





  • 4.  RE: Campus Event Scheduling System

    Posted 05-09-2019 11:20
    I've worked at schools that use both 25Live and EMS. I would say based on my experience that EMS provides the easiest, most powerful and user friendly service. Your school may even elect to do the full EMS Campus that has all the scheduling tools as well as inventory management, catering, classroom management assignment etc. Their financial invoicing piece is powerful and useful as well. The ability to provide mobile/online reservation request is extremely useful. I suggest you do an RFI/RFP and get Demos and contact schools that use the systems you are looking for. Much of your decision is going to depend on what your need is. Good luck.

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    Joseph Pearson, CASP
    Central Washington University
    Executive Director Auxiliary Enterprises
    Ellensburg WA joseph.pearson@cwu.edu
    (509) 963-1580
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  • 5.  RE: Campus Event Scheduling System

    Posted 05-08-2019 12:14
    We use 25Live on the academic side of the house for course scheduling but have elected to use EMS (Event Management Systems) in the university events office, conference center, and for our summer conference program.

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    TC Eberly
    Executive Director, Campus Services
    Northern Arizona University
    Flagstaff,AZ
    tc.eberly@nau.edu
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  • 6.  RE: Campus Event Scheduling System

    Posted 05-08-2019 18:32
    Hi Brian,

    Arcadia uses EMS but we have had conversations and demonstrations with Dude Solutions.  We have history with Dude Solutions as we use their software for maintenance requests.  It has proved to be effective and user friendly which is why we're considering Dude Solutions for event management.

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    Mimi Bassetti
    Arcadia University
    Dir of Auxiliary Enterprises
    Glenside PA
    United States
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  • 7.  RE: Campus Event Scheduling System

    Posted 05-09-2019 10:48
    NYU currently uses EMS. Great scheduling and invoicing software. However, we struggle on the proposal esthetics of a proposal. We have up to 40 student workers per semester that rotate, training them on EMS can be challenging.

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    Sunita Devi
    New York University
    Director, Kimmel Center
    New York NY
    United States
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  • 8.  RE: Campus Event Scheduling System

    Posted 05-09-2019 11:46
    Sunita brings up a good point.  Training new student workers as well as training new employee users can be very challenging.  I had a very knowledgeable student worker create an EMS user guide that we share with new employees who need to use EMS.

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    Mimi Bassetti
    Arcadia University
    Dir of Auxiliary Enterprises
    Glenside PA
    United States
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  • 9.  RE: Campus Event Scheduling System

    Posted 05-10-2019 07:34
    Thanks to everyone as this is very helpful! Currently, we use Ad Astra and I have to say I'm not a fan. It's being used both for academic course scheduling and for all meeting and event spaces on campus. In other words, a centralized system for the entire campus and I believe that is the challenge. The system just can't handle having a few hundred users at the same time on a daily basis. It appears EMS is used by a lot of institutions. An RFI was my next step in the process.

    I would be interested in hearing more from those who either have or are currently Ad Astra users. Please feel free to contact me.

    Thanks
    Brian

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    Brian Browning
    University of Tennessee
    Executive Director of Auxiliary Services
    Knoxville, TN
    browning@utk.edu
    865-974-3061
    ------------------------------



  • 10.  RE: Campus Event Scheduling System

    Posted 05-10-2019 09:16
    Hi Brian,
    We are 25Live for academic class reservations and have switched to use Event Guru for all conference space.  We were able to work with Event Guru on an integration with 25Live as well.  It is very user friendly and a heck of a lot less expensive than other systems.  Here is the link for more information.  www.eventgurusoftware.com/

    Becky

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    Becky Vuksta
    Furman University
    Director Of Auxiliary Services
    Greenville SC
    United States rebecca.vuksta@furman.edu
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  • 11.  RE: Campus Event Scheduling System

    Posted 05-10-2019 10:21
    Brian,
    Memphis moved from Ad Astra to EMS for class and campus scheduling. You may want to visit with them. Both systems work, EMS is stronger on the non-class scheduling and event management piece. I do suggest using one for both processes.
    Danny

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    Daniel Armitage
    Associate Vice President Student Affairs
    University of North Texas
    (940)565-2033
    daniel.armitage@UNT.edu
    Denton Texas
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  • 12.  RE: Campus Event Scheduling System

    Posted 05-13-2019 10:52

    We're a small school and EMS, Ad Astra and other systems are out of our budget range. Anyone have suggestions for institutions under 1000?

    Thanks,

    Liz


    Liz Brace | Director of Auxiliary Services
    Warren Wilson College
    CPO 6243
    PO Box 9000
    Asheville, NC 28815-9000

    LBrace@warren-wilson.edu
    (828) 777-4132 cell/text (often the best way to reach me quickly)
    (828) 771-2012 office





  • 13.  RE: Campus Event Scheduling System

    Posted 05-13-2019 11:03
    Hi Liz,

    I haven't used it myself but I have heard very positive things, including affordability, about Event Guru.

    Best Regards,
    Chad

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    Chad Garland
    University of Colorado Colorado Springs
    Director University Center and Event Services
    Colorado Springs CO cgarland@uccs.edu
    (719) 255-3600
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  • 14.  RE: Campus Event Scheduling System

    Posted 05-14-2019 10:09
    Hi Liz - 

    I echo Chad's remarks about Event Guru.  I had looked at it and had a quick demo at a conference.  We did not go with it b/c of some of our registrar's needs, but the system seemed very intuitive and easy to use.

    Chip O'Connor 

    Jeremiah A. O'Connor '83, P'20, '18, CASP
    Director, Events & Conference Services 
    joconnor@holycross.edu
    phone: (508) 793-2615
    fax: (508) 793-3020
    One College Street
    Box 44A
    Worcester, Mass. 01610
    www.holycross.edu






  • 15.  RE: Campus Event Scheduling System

    Posted 05-15-2019 10:30
    We are a private high school in Los Angeles that is a member of NACAS.  I used EMS Enterprise extensively at another private school with multiple campuses and thousands of booking a month and thought it was a great system.  At my new school we did not see the cost justification for EMS and I looked at everything I could find for events.  We settled on a system called eSpace which gave us almost everything we needed.  I can't say if it will work for colleges based on size, but definitely worth a quick look for the cost.  They were first created for religious organizations, which we are not, but is reflected in their marketing.  I might have glossed over them if someone else had not referred me to them.  



    --

    Scott Appel

    Auxiliary Services Manager

    Marlborough School

    250 S. Rossmore Avenue

    Los Angeles, CA 90004

    Tel: (323) 964-8434

    www.marlborough.org

     

    "A national leader in secondary education, Marlborough has been preparing young women for leadership and contribution since 1889."






  • 16.  RE: Campus Event Scheduling System

    Posted 05-14-2019 10:11
    I'd definitely recommend looking at Event Guru... it's a great option regardless of school size/complexity.

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    Jason Levy
    Temple University
    Director, Student Center Operations & Conferences
    Philadelphia PA
    United States
    jalevy@temple.edu
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  • 17.  RE: Campus Event Scheduling System

    Posted 05-15-2019 11:24
    Thanks for the feedback, folks!

    Liz


    Liz Brace | Director of Auxiliary Services
    Warren Wilson College
    CPO 6243
    PO Box 9000
    Asheville, NC 28815-9000

    LBrace@warren-wilson.edu
    (828) 777-4132 cell/text (often the best way to reach me quickly)
    (828) 771-2012 office





  • 18.  RE: Campus Event Scheduling System

    Posted 05-10-2019 11:14
    Our Registrar uses Ad Astra for class scheduling but we use Kinetic Software (Kx) for all of campus (and we have an API which pulls class data into our Kx system).


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    Chad Garland
    University of Colorado Colorado Springs
    Director University Center and Event Services
    Colorado Springs CO
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