Revised 1/22/14 How to Book an Event at ESUMC Step 1: Login to MyESUMC (member login) Find the link at www.esumc.org. Your email must be on file in the church database for access. Step 2: Add Event or Meeting to the Calendar Step 3: Wait for Event Confirmation E-mail An e-mail will be sent to the Primary Event Contact when the meeting is approved. Revised 1/22/14 FAQ’S ABOUT BOOKING YOUR EVENT When you log in to MyESUMC, you will need to go to the Calendar Tab. Under this tab you can browse the church calendar to see room availability. Next, you can click “Add Event” to easily fill out a form to add your event. This form includes requests for food, requests for sound or audio, and requests for room setup. Once you click “Save”, your event will be submitted to the Calendar Coordinator for approval. Though we’ve made this form as straightforward as possible, below are a few details that may answer any questions that arise. REMEMBER: If you don’t book your event, it will not be on the master calendar and will not be publicized! The calendar is used to: • • • • • • publish and advertise meetings, to turn on automated heating or air condition for each room, to unlock the building, to provide any appropriate security personnel or setup needs, avoid double-booking with other meetings. foresee heavy parking needs. WHICH EVENT TYPE SHOULD I USE? Always use *ESUMC Event* as your event type, unless you are reserving a vehicle. Using (Standard Event) will cause your event to not be booked successfully. HOW DO I SELECT EXTRA TIME FOR SETUP? There is a pull-down menu at the bottom of the request form for setup times. Be sure to put your actual start time and end time at the top, as that will be what is published in church publications. The start date is different from the start/end time. The start date should be the same as the end date. Use the recurrence button for events that have more than one meeting date. HOW DO I CHOOSE MY ROOM? When in the “Add Event” Tab, click on the button that says “Add Location.” This will bring up a box that will allow you to select your room. Repeat this step if you wish to reserve multiple rooms. WHAT IF I DON’T CARE WHERE I MEET? Make a note of this in the “Description” box. A convenient place will be chosen for you. WHAT IF MY GROUP IS REOCCURRING? If your meeting is a reoccurring meeting, you can click on the “Recurrence” button to select the pattern of your meeting. Note: this feature will only work for strict reoccurrence patterns. Only meetings that are exactly the same can be booked as a reoccurring event. If you have variances in your schedule, note these changes in the Description box. (In other words, if you plan to skip one month in the summer, you will need to mark in the Description box something like, “Please do not include July 3rd meeting date.”) WHAT IF I NEED CHILDCARE? In the event that you will be needing childcare for your group email [email protected] and check the applicable box. Revised 1/22/14 CAN I ADD FOOD SERVICES REQUESTS? If your event requires a meal indicate the request in the Type of Food or Meal box. Make note of the number of people you are expecting and the COM account to be charged. WILL THERE BE SECURITY AVAILABLE? ESUMC contracts out a security company to have someone patrol the campus Sunday through Thursday evenings. If you are having a large event on the weekends please indicate a request in Description of the event box. WHAT IF MY GROUP IS HAVING A SEPARATE REHEARSAL? If your group meets for a separate rehearsal, you will need to book this as a second event. CAN I ADD VEHICLES TO MY EVENT FORM? No. You will need a separate request by selecting “Add Event”, then “Vehicles” and then completing the requested information. I HAVE OTHER DETAILS THAT I DON’T SEE ANY PLACE FOR! WHAT DO I DO? Put these details in the “Description” box. We will see these and be sure to address them accordingly. HOW DO I REGISTER ONLINE? Navigate through the MyESUMC webpage and select the event you wish to register for. Click on the event and select the register online link. This will prompt you to enter you email address and first and last name. CAN I GIVE ONLINE? To give online select the give online icon on the homepage of myESUMC, and select make an online gift today. Contact: Ryan Capp [email protected] (919) 832-7535, ext 257