At a Glance Schedule

EMS Live offers a mix of sessions to help you get the most out of your EMS platform, gain visionary insight into the trends surrounding meeting and room scheduling management, learn from your peers, and understand the ins and outs of new EMS product enhancements.

We are continually adding to the schedule. Check back regularly to view the latest additions. 

Pre-Registration: SUNDAY, SEP. 30  5:00PM - 7:00PM

Conference hall hours (Registration and Sponsor Booths):
MONDAY, OCT. 1  7:00 AM - 5:00 PM
TUESDAY, OCT. 2  7:30 AM - 5:00 PM
WEDNESDAY, OCT. 3  7:30 AM - 10:00 AM

Meet, Play, and Learn hours:
MONDAY, OCT. 1  1:00 PM - 5:00 PM *Play only
TUESDAY, OCT. 2  10:00 AM - 12:00 PM & 1:00 PM - 6:00 PM
WEDNESDAY, OCT. 3  9:45 AM - 11:45 AM

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MONDAY, OCT. 1

Adding and Managing Service Providers

Clinic | Advanced

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Recruiting your service providers - like AV and Catering - can be a great way to expand the footprint of EMS, get a greater return on your investment, and give your end users a true one-stop-shop. In this session, we will review the configuration needed to support service providers, explore end-user workflow advantages when they use EMS, and review the easiest ways to manage the operation through Manage Services and reports. This session is not to be missed if you are looking to add service providers into your EMS database!

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Academic Scheduling - Publishing the Course Schedule

Clinic | Beginner

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Are you preparing to publish a new academic schedule within EMS Campus and not sure where to start?  Designed for new users, this introductory hands-on workshop will teach you the basics of how to use the academic scheduling options within EMS. You will learn how to synchronize and publish the academic course schedule, manage course changes, and run common academic reports.

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Automated Academic Room Assignment (Optimization)

Clinic | Advanced | Academic Planning

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Do you ever wonder if you're truly assigning a course to the most appropriate room or space?  Designed for users new to the optimization functionality within EMS Campus, this introductory, hands-on clinic will teach you the basics on how to use the Optimizer to create your academic room assignments. You will also learn how to configure the software to support optimization and run reports to help you assess optimization success.

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Event / Meeting Scheduling in EMS

Clinic | Beginner

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Designed for users new to EMS, this introductory hands-on, half-day workshop will teach you the basics on how to use the software for event and meeting scheduling. Get an introduction to making and managing reservations with basic services like AV/Catering, search for existing reservations, be introduced to common reports, and review tips/tricks along the way.  Perfect for a brand new user or one familiar with the system that is looking to perfect their skills.

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Managing Complex Bookings

Clinic | Advanced

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You’ve mastered the basics and can make and manage reservations like a pro. Now, you are looking for more advanced tips, such as a deep-dive into tools that may be beneficial, a review of configurations that would support more automation and efficiency like the Reservation Wizard Templates, and to move beyond basic reporting.  This is a session for the intermediate EMS user, one that has a firm foundation and is looking to understand the under-utilized aspects of EMS that could benefit a complex environment.

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Networking Sessions

Networking Session | Product Showcase | Beginner | Advanced | Services | Workspace | Academic Planning | Leadership | Technical | Accruent

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Want to learn more about how others are using EMS in their workplace and campus strategies? We will be hosting two networking sessions from 1:00 PM - 3:00 PM. Each will be about 60 minutes long. The networking sessions are designed for you to network with fellow attendees by geography / industry and by role in your organization. Networking sessions will be facilitated by an EMS executive and will cover a range of topics of interest to the group. Add the Networking Session to your registration to attend this event.

Add the Networking Session to your registration to attend this event.

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Welcome Reception

Special Event

TUESDAY, OCT. 2

Welcome Keynote

Keynote | Meg Swanson - CMO, Accruent

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Welcome to EMS Live!

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Configuration Tips: Facilities

Breakout Session | Beginner

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Understanding and accurately defining your EMS core data is central to effective software performance. This session will provide an overview of basic facility-related configuration in EMS including setup types, buildings, rooms, features and more. It’s the perfect introduction session for those interested in learning how to start configuration of their EMS system and a potential opportunity for long-standing users to explore further functionality options.

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Automated Reports

Breakout Session | Services

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EMS includes more than 100+ reports of information ranging from event lists, setup details and more. Why limit these reports strictly to your Desktop Client users when you can maximize accuracy and information sharing by scheduling the reports for delivery to your security teams, service providers and more.  Let's review the popular use cases for the EMS automated report service and take a peek into how to set it up within your organization.

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Adopting EMS Kiosk 2.0

Breakout Session | Product Showcase

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Are your users asking for ways to quickly search for and book an available workspace? If self-service spaces and hoteling are a part of your organizational strategy, then the EMS Kiosk App is just the ticket. Join us in this product session where we will discuss the Kiosk App and how kiosks play a role in workplace productivity and brand differentiation. We’ll highlight best practices for the app and preview the major enhancements on the Kiosk App product roadmap.

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Increasing Self-Service Access to Academic Data

Breakout Session | Academic Planning

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The Campus Planning interface can be used as a powerful communication tool for your departmental users. Give departmental users direct access to reports, allow them to browse information and to locate available time blocks. Of course you should do all of this with style, so we will also share some easy-to-implement design tips and help text.

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Using EMS to Manage Your Billing Lifecycle: Pricing and Invoicing

Breakout Session | Services

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Are you considering adding the pricing/billing functionality to your operation? Walk through the actual steps involved in the EMS billing-cycle process. Topics include: payment entry, billing worksheet, invoicing, adjustments, general ledger distributions and additional reports designed to organize your financial information.

 

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Governance: Getting Buy-In and Winning Together

Breakout Session | Customer Speaker Session | Leadership

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It can be extremely difficult to get different areas of your organization to buy in and embrace a single-instance event management system. Even after you manage to get various groups on board, how do manage such a disparate group with conflicting priorities and eventually produce an effective event management system?

Join us as we take you through Wake Forest University's EMS journey from an organization that started with systems ranging from paper and pencil day planners, spreadsheets and multiple EMS Instances to an organization that now uses a single instance of EMS to manage all of its events. We'll also discuss our governance model, which includes a collaborative committee represented by departments across the organization. Finally, we’ll share how Wake Forest successfully navigated potentially tricky political waters and integrated with their heavily regulated school of medicine. Learn ways to achieve buy-in for a centralized event management system and manage it collaboratively.

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Using the Reservation Book and Calendar

Breakout Session | Beginner

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Designed for new users, this session will help you discover tips and tricks for two of the most powerful tools in EMS – the Book and the Wizard. Topics include display options, adding reservations more quickly, dragging and dropping for quick edits, swapping rooms and more.

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Using EMS for Activity-based Workspaces

Breakout Session | Workspace

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Overview of What You Get When Upgrading to V44.1

Breakout Session | Product Showcase

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In the first half of 2016, EMS released version 44, with updated features for the expert, or administrative user, and then version 44.1, with improvements for the everyday, or casual, user. Both versions offered long-awaited improvements to the functionality and user experience of EMS. Flash forward to today, and EMS has released nearly 30 updates to version 44.1. If you're organization still has not upgraded to the latest v44.1, then this session is right for you. It will explain the benefits and delve into some of the details of the requirements of the upgrade process. Steve Weaver of the University of Colorado Anschutz Medical Campus will discuss their recent upgrade and the lessons learned while doing so.

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Configuration Tips: Categories and Resources

Breakout Session | Beginner

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Learn about the various Category types available in EMS and their real-world scheduling applications. We will also cover resources, service orders, override description resources and configuration suggestions. Participants who currently use categories and resources are encouraged to attend and share information on what has worked particularly well within their organization.

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Overview of Video Conferencing and EMS

Breakout Session | Services

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The EMS platform not only coordinates the use of space and services that support the meeting or event, it also is the key to connecting stakeholders all over the world. EMS has multiple methods for supporting self-service and white-glove managed video conferencing (VC) customers who may be using numerous VC solutions (e.g., Skype, BlueJeans, Cisco). This session will provide an overview of those possibilties and highlight specific sessions later in the conference that dig deeper into the self-service and managed VC workflows.

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Using Room Sign App in Higher Education

Breakout Session | Product Showcase

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If you want to make it easier for your users to view room availability and schedule rooms on-the-fly, then this session is for you. Join us to learn about the EMS Room Sign App, formerly known as Glance. We will discuss how room signs play a role in workplace productivity and brand differentiation in the context of a live demo. We will also cover best practices, digital signage options and enhancements on the long-term Room Sign App product roadmap. Also, Jeffrey Campbell of Yale University will discuss the room signage process they went through to marshal support internally, evaluate devices based on current and future needs and create a process for driving future adoption.

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Moving From Spreadsheets to an Online Academic Schedule Build Process

Breakout Session | Academic Planning

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Are you currently drowning in a sea of spreadsheets or emails with course changes? Streamline the process by incorporating the use of define and edit modes into your planning cycle. Review the collection and reporting options that can make these updates more manageable and help you keep your sanity during your course scheduling process.

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Reporting on Facility Usage and Utilization

Breakout Session | Leadership

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The statistical reports and query builder on powerful tools.  But, how should you be analyzing the data?  Find out how  others making decisions using this information. Join us as we do a deep-dive into how the report data can be useful in making planning decisions and how other organizations have used them.

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Expanding EMS in Your Organization: Standardizing Roll-outs While Meeting Unique Needs

Breakout Session | Leadership

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Looking to expand your use of EMS or bring on a new group to your license but don’t have a methodology? With experience onboarding unique groups on a decentralized campus, the EMS license administrators at The University of Texas at Austin will share their refined methodology and best practices for expanding EMS to new use cases. Attendees will learn how to promote the power and versatility of the software, understand your users’ distinctive needs for a seamless integration, effectively silo groups while controlling shared lists and provide an added layer of support and community.

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Reservation Wizard Tips and Tricks

Breakout Session | Beginner

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You’ve mastered the basics and can make and manage reservations like a pro. Now, you are looking for more advanced information, such as a deep-dive into tools that may be beneficial, a review of configurations that would support more automation and efficiency like the Reservation Wizard Templates, and how to move beyond basic reporting. This is a session for the intermediate EMS user, one that has a firm foundation and is looking to understand the under-utilized aspects of EMS that could benefit a complex environment.

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Best Practices for Implementing Hoteling and Hotdesking

Breakout Session | Workspace

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Workspace hoteling allows an organization to optimize the use of its office space and increase collaboration by allowing employees to work from different workspaces, depending on their role and responsibilities. EMS has various end points and partners that can help streamline hoteling and enable the employee base to maximize their productivity.

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Master Calendar and the South Alabama Showcase

Breakout Session | Product Showcase

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Whether you are using the EMS Master Calendar or have a different tool to publicize your reservations, learn to walk through your event cycle to determine the best ways to collect and flag your reservations so they end up on the correct calendar. This talk will include a case study by Tasha Garriga of the University of South Alabama, an extensive user of Master Calendar.

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Security & Your EMS Environment

Breakout Session | Technical

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There are many facets to security: how the software is written, how the data is protected, how the network is configured and how software administrators are trained. While many of those elements are beyond your control, we will outline best practices for those that you can influence: how your database authentication is configured, use of your service accounts and how Cloud may help solve some of these problems for you.

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Keynote Presentation

Keynote | Charles Duhigg

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Charles Duhigg is a Pulitzer prize winning journalist and the bestselling author of The Power of Habit: Why We Do What We Do in Life and Business, which explores the science of habit formation in our lives, companies and societies.

His newest book Smarter, Better, Faster: The Secrets of Being Productive in Life and Business (2016) is a fascinating exploration of the science of productivity, and why, in today’s world, managing how you think—rather than what you think—can transform your life.

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EMS Platform Services - What It is and What's Next

Breakout Session | Customer Speaker Session | Product Showcase

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EMS Platform Services is the new middle-tier component that provides a modern, scalable way (RESTful APIs) for partners and customers to integrate with the EMS Platform. In this session, we will explore how you can use this tool to build your own integrations more quickly and with less complexity. The session will reveal what customers have created using Platform Services and provide a case study from Jon Ingersoll of the Yale School of Management.

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Panel Discussion on Deploying EMS on a Large Scale

Breakout Session | Advanced

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Deploying EMS Software – or for that matter, any enterprise-wide software platform – out to a large organization takes an immense amount of coordination, from the gathering of specs and options by the selection committee to the assessment of internal workflows to the technical deployment of the final solution. A full cross-departmental team is required to complete these giant projects, which involve analysis, training, IT and, of course, change management. In this panel session, we’ll hear from Eric Cawood of KPMG and Tom Monaco of Deloitte, who will discuss the details and compare the different approaches taken during their recent US rollouts.

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Automating Communication to Your Users: Group Notification Rules

Breakout Session | Advanced

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Do your users forget to cancel their reserved space even though they don't plan to use it? Do they need directions to find hard-to-locate venues? Do they need to guarantee their catering count? Automating reminders to your users by utilizing group notification rules can add an important layer of communication, making their life easier and your operations more efficient.

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Strategies for Integrating and Maintaining your Facilities Data

Breakout Session | Technical

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Often EMS isn't the only system tracking building and room data, but it can be the most detailed. Review the most successful methods of integrating your facilities data from outside systems, implementing the proper workflow and review process, as well as get tips on keeping the most critical fields up-to-date to optimize the user experience.

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Keeping the Academic Room Schedule Up-to-Date

Breakout Session | Academic Planning

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You've published your term, but now the changes come rolling in. Learn how to keep the courses in EMS from your Student Information System (SIS) up-to-date. Analyze some of the most efficient ways to keep EMS in sync with your SIS, determine what approach (manual versus automatic) makes sense for you and what features are available to keep you informed.

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The Dashboard

Breakout Session | Beginner

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The user-configurable dashboard is an all-in-one view of your reminders, tentative reservation follow-ups, web requests, waitlist maintenance tasks and other notifications.  This session will review how to use the dashboard, demonstrating simple methods for managing all your scheduling tasks, accessing notifications and even generating “on-the-fly” metrics and reporting. 

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Using Utilization Data for Capital Planning Success (Columbia College - Chicago)

Breakout Session | Customer Speaker Session | Leadership

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Space utilization data from EMS have become a valuable factor in evidence based decision making at Columbia College Chicago. The college has leveraged this utilization information to guide capital construction planning, aid in capital equipment purchasing decisions, advance new space management and scheduling policies and procedures, and assist in the management of the college’s real estate portfolio. 

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Drinking Our Own Champagne: The EMS Workplace Conversion

Breakout Session | Workspace

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As the EMS Sofware workplace evolves, we've moved to an open office model, with self-service reservations as the rule. Come hear Customer Success Manager Wendy Newlon as she recounts our own successful journey from chaos to control as we converted to an activity-based workplace. See how we implemented ALL of the EMS points of access and many of the integrations - and what we've learned from the data we've collected in the past ten months. A saga of triumph and tragedy, our story is one for the ages.

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IT Considerations for Managing Multiple Display Sizes in the Smart Workplace and Campus

Breakout Session | Product Showcase | Technical

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The latest Internet-of-Things trend is requiring enterprise IT teams to make a fine distinction between consumer-grade vs. professional-grade technologies. In this session, we explore key success factors around professional-grade all-in-one smart signboards ranging from 10-inch to 37-inch in different form factors, such as stretch displays, in the context of actual deployments. In addition, we look into device management and intelligence functionalities that dramatically improve maintainability and reduce downtime across multi-location projects. Technologies discussed in this session are certified and optimized to work with the EMS platform.

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Considerations for Academic User Permissions and System Administration

Breakout Session | Technical

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Whether your scheduling system has 1 or 100 users, it makes sense to give each individual a specific set of permissions according to use. In this session we’ll review the concept of Template security and the most critical security processes, as well as discuss how to limit rights to specific rooms, areas and statuses for client users.

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Cloud Services for EMS - An Introduction

Breakout Session | Product Showcase

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A growing number of EMS customers have deployed to the EMS cloud and enjoy the benefits of managed services from EMS. Join us as we discuss the details of our Cloud Services for EMS, including what factors you should consider when moving to a managed cloud solution and how EMS has continued to improve the overall Cloud Services experience.  Come prepared for a lively, informative discussion and migration case study from Case Western Reserve University, who currently uses EMS Campus to schedule event spaces and academic spaces and has been hosted in the cloud with EMS for four years.

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Working with Self-Service and Managed Video Conferencing

Breakout Session | Product Showcase

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Meetings that require some form of video conferencing (VC) are beginning to dominate bookings in most large organizations. With EMS, users can book VC as a managed request or a self-service workflow via Skype for Business Integration and the Exchange Room Integration. Join Thomas Allen of EMS and Sue Dever of TIAA for a VC demo of how organizations can enable these hybrid meetings to reduce administrative overhead, improve VC booking efficiency, and improve user satisfaction.

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Configuring EMS for Catering

Breakout Session | Services

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Plan on this configuration overview session if you are considering using – or have recently started using – EMS to manage your organization’s catering resources. Topics will include configuration of categories/resources, utilizing selections and production items within your menu, and considerations for configuring the EMS Web App (formerly Virtual EMS).

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Getting Started with Outlook and Exchange Integration: The Basics

Breakout Session | Product Showcase

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Microsoft Outlook is a great tool for email and personal scheduling, but what if it could also be used in conjunction with room scheduling? The EMS for Outlook add-in and Exchange integration enhances Outlook’s already familiar interface with powerful room scheduling capabilities. See if EMS for Outlook is a fit for your organization especially after its recent facelift!

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Reviewing and Maintaining Your Academic Synchronization and Configuration

Breakout Session | Academic Planning

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Keeping the building blocks of your academic configuration up-to-date is critical to scheduling success. These tips will ensure that you are reviewing the synchronization information coming from your Student Information System on the right time table, making updates to your configuration that will support your desired workflow and utilizing the proper configuration fields to make your academic course scheduling operation efficient.

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Managing Groups, Customers and Contacts

Breakout Session | Beginner

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The Groups Browser in EMS can be unwieldy – tame it! During this session, review strategies for maintaining order with groups and contacts, collecting additional information useful in scheduling their events, and reports available within the tool.

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Panel Discussion on Successfully Managing Campus Risk

Breakout Session | Leadership

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Today 's college campus is often compared to a small city, and this seems to be especially so in the context of risk management. As the practice of enterprise risk management has become more established at colleges and universities, administrators are recognizing the related value of incorporating meeting and room scheduling technology into their IT strategy. EMS offers robust functionality and data reporting that can yield valuable information in a single pane for administrators, schedulers and campus safety. Join our interactive session, which features a panel including Megan Fitzsimmons of Trinity College and Hannah Centers of the University of Kentucky, as they describe and compare their efforts to minimize risk on their campuses.

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Giving EMS Users What They Want - With Mobile

Breakout Session | Workspace

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Your users are on the go - give them the capability they need by deploying the EMS Mobile App in your organization. The Mobile App allows users to make just-in-time reservations, review their own reservation schedule and check-in for reserved space – all through the convenience of their smart phone. In this session, we will review the features, user interface and use cases, offer some configuration and authentication tips, and finish with a live demo of the prototype for Mobile App 2.0. Highlights of the upcoming Mobile App release include support for room requests (as opposed to self-serve), space recommendations, floor plans and wayfinding.

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Managing Complex Requests: Simplifying the End User Experience

Breakout Session | Advanced

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The key to getting your users to make requests online rather than call or email you is to ensure that it is as simple as possible. Simplicity can be challenging when you are managing complex space with a long list of business rules. We will review tips on simplifying your request form while honoring the necessary rules. Have you reviewed your request form from the user's point of view lately? It may be more complicated than you think...let's change that!

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Consolidation Time: Merging Multiple EMS Databases

Breakout Session | Technical

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Does your organization own multiple instances of EMS Software? You're not alone. Many de-centralized EMS customers began using the platform in discrete departments or buildings and saw adoption over time from additional groups with their own purposes and databases. Eventually, when there is a push to centralize scheduling information and reduce overall operational costs and activity, it's time to talk database consolidation. In this session, we'll discuss best practices for merging your EMS databases and present a case study by Rachael Bolden of the University of South Alabama on how they worked through merging their many EMS databases.

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Overview: Accruent Products for the Enterprise

Breakout Session | Product Showcase | Accruent

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Accruent provides a number of powerful tools to help you gain insight into the entire lifecycle of your real estate assets, identify inefficiencies and risks, and align your investments in your physical assets with your business goals. Join us as we unpack common challenges in physical asset management, help you discover how Accruent solutions can impact your business, and share customer success stories.

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Optimization: Increasing Efficiency in the Room Scheduling Process

Breakout Session | Academic Planning

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Automating the assignment of courses into rooms can lead to a more efficient process. Automation reduces the amount of time needed to schedule and increases seat fill and room utilization. We'll review best practices to help you execute this process accurately.

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Using Room Sign App in the Enterprise

Breakout Session | Product Showcase | Workspace

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If you want to make it easier for your corporate users to view room availability and schedule rooms on-the-fly, then this session is for you. Join us to learn about the EMS Room Sign App, formerly known as Glance. We will discuss how room signs play a role in workplace productivity and brand differentiation in the context of a live demo. We will also cover best practices, digital signage options, customer examples and enhancements on the long-term Room Sign App product roadmap. 

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Panel Discussion on Catering

Breakout Session | Customer Speaker Session | Services

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Join us for an open, moderated panel discussion on best practices around using EMS to manage your catering operation. We'll cover real world cases from those who are just starting with catering in EMS to seasoned pros. You'll learn more about implementing and optimizing catering operations in EMS and be able to add your own experiences to the discussion. This panel will feature Cathy Rappazzo of the Rochester Institute of Technology and Susan Adams of CNA.

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Implementing Walk-Up Reservations to Improve Space Utilization

Breakout Session | Workspace

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When tasked with improving space utilization, you need the ability to offer greater knowledge and control of your space, while also giving your people flexible options for managing their bookings on-the-fly. With tools such as EMS Room Sign App (formerly Glance), EMS Kiosk App and EMS Mobile App, you can meet your users where they are, allowing you to employ business rules to ensure space is prioritized for people ready to use it. This session will review these options, explore the most effective ways to leverage EMS and review reports that shed light on utilization trends within your operation.

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Building A Collaborative Culture for Campus-wide Scheduling

Breakout Session | Customer Speaker Session | Leadership

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Collaborate for Success! Discover how an effective Event Management office at james Madison University brought its campus together by creating a team approach to deal with the multitude of scheduling issues on campus. With over 50 scheduling entities throughout campus, building a collaborative culture provided the basis for EMS to become the official campus scheduling software. Participants will learn from Sue Burket, Assistant Director, Event Management, how an Event Scheduling Timeline streamlines the reservation process and shows how event categories determine scheduling priority.

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EMS Platform Services - Consuming the API's and Customer Showcase

Breakout Session | Customer Speaker Session | Technical

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EMS Platform Services is the new middle-tier component that provides a modern, scalable way (RESTful APIs) for partners and customers to integrate with the EMS Platform. This session is designed for more advanced organizations who want to learn about the technical aspects of how to deploy Platform Services. We will explore how to set up EMS Platform Services and provide a case study from Jon Ingersoll of the Yale School of Management.

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Sales and Statistical Reports: An Intro

Breakout Session | Beginner

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If you are focused on analyzing or increasing revenue, reviewing or improving utilization, or understanding when resources are highly used, then understanding what your statistical and sales reports are telling you is crucial. In this introductory session, we will focus on the basics and most commonly used reports.

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Managing Complex Requests: Tips for Ensuring a Smooth Workflow

Breakout Session | Advanced

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Once a user has made a request, do you have a seamless process mapped out in EMS that ensures proper internal communication and collection of details?  Are you using notifications, reminders, comments and user-defined fields to their fullest? If not, come see our tips for ensuring a smooth workflow.

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EMS Access Points: Give Your Everyday Users the Flexibility They Need

Breakout Session | Product Showcase

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EMS for Microsoft Outlook, EMS Web App with Exchange or G Suite, EMS Mobile App, EMS Kiosk App, EMS Room Sign App. EMS offers points of access that give your end users the flexibility that they need, whether that's  making complex reservations from the desktop, making reservations on the go, or starting and ending meetings right on location at the room.  Join us for a quick overview of all the EMS points of access and which use cases are most appropriate for each. 

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Introducing the EMS G Suite Integration

Breakout Session | Product Showcase

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In late 2017, EMS released Google Calendar Integration (GCI), our first-ever integration for G Suite. Using GCI, EMS users can view attendee availability based on the free/busy status on their colleagues’ Google Calendars, compare attendee availability alongside space availability and add bookings directly to host and attendee Google Calendars. Google Calendar Integration is similar in function to the EMS Exchange Calendar Integration. This session will demo GCI and discuss the next two integrations in the product line, EMS for Google Calendar and Google Room Integration, due out in 2018.

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Panel Discussion on The Optimizer

Breakout Session | Customer Speaker Session | Academic Planning

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Automating the assignment of courses into rooms can lead to a more efficient process. Automation reduces the amount of time needed to schedule while increasing seat fill and room utilization. This customer panel, which includes Michael Kinney of Harvard University and Maria Munoz of California State University, San Bernardino, will discuss best practices to execute this process accurately.

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Transitioning from Virtual EMS to the Web App (for Pre-44.1 users)

Breakout Session | Beginner

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In June of 2015 (in Version 44.1), EMS introduced the Web App - a new and improved version of Virtual EMS.  If your organization has not yet made the move, but are planning to upgrade - join this session to ensure that your transition  is successful.  We will review the workflow changes that enable the new end-user-focused design and outline configuration recommendations that will make the transition as smooth as possible.  Additional tips on effective use of help text and simplification of your web process templates will ensure that your end users are able to adopt quickly and easily.

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Reporting on your Service Operation

Breakout Session | Services

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Review the most critical reports and saved searches that are used to manage and analyze your service operation. From ensuring that deliveries are made on time to analyzing the frequency with which a particular piece of equipment is used in order to determine replacement timeline, take this opportunity to hear about successful strategies and best practices for your service teams. 

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Managing Your Visitors in EMS

Breakout Session | Beginner

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Lots of people visit your space on given day.  Keeping track of who is in the building or providing top rate customer service when someone arrives is a prioirty for many organizations.  Let's explore how the visitor management tools within EMS can help put information in the hands of your team and keep everyone moving in the right direction.

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Operational Notification Rules: An Intro

Breakout Session | Services

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Improve communication with notifications! In this introductory session, learn how to configure the system so you are notified of new requests from the web, new service orders needing review, cancellations requiring action and more.  Notification capabilities reviewed in this session are available in Enterprise-level systems; a lightweight version of notifications is also available in EMS Professional.

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Infrastructure Best Practices for Performance

Breakout Session | Technical

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There are many elements to performance: the software, the hardware, the network. EMS developers have the software piece covered, so we will discuss the infrastructure recommendations and ongoing database practices that will enhance the performance of the software. This will include database optimization, hardware configurations, application configurations and parameters, and load balancing settings.

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Panel Discussion on Occupancy Sensors and EMS

Breakout Session | Customer Speaker Session | Product Showcase

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Join us for an open, moderated panel discussion on best practices around integrating EMS with sensors. We'll cover real world cases from those who have deployed sensors as a part of their workplace strategies to assist self-service and track space utilization. You'll learn more about the technical integration with EMS, different types of sensors on the market and some of the results our panelists have seen. This panel will be moderated by Scott Anderson of 7 Point Solutions (and formerly VP Client Services at EMS), and will feature Shawn Kennedy of Georgia-Pacific and Cynthia Hedlind of Verizon.

 

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Managing Your Complex Space Operation: The Most Common Reports

Breakout Session | Advanced

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Of the many reports available in EMS, this workshop will identify and review the most applicable reports for operational use. Receive tips on the best use of options, memorization and how to analyze the data presented.

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Attendee Appreciation Event

Special Event

+ Read more

Join us for an evening reception filled with neon glow activities, live music, and local food and drink!

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WEDNESDAY, OCT. 3

Using Floor Plans in EMS

Breakout Session | Workspace

+ Read more

We all love list view and grid view, but have you tried floor map view? With the optional EMS Floor Plan module, you can upload maps and floor plans into EMS and indicate available meeting and event spaces.  When customers view or request rooms from the EMS Web Application, they can choose to see room locations and availability displayed on a floor plan and book a space directly from that image.

 

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Configuration Tips: The EMS Web App

Breakout Session | Beginner

+ Read more

Taking event requests online can be a key to streamlining your operation and may be easier than you think. There are, however, many factors that must be considered before you can successfully implement online scheduling.  Learn the questions to ask yourself when implementing online scheduling and evaluate the advantages of various types of request forms to determine which type is right for you. 

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Best Practices on How to Train on EMS

Breakout Session | Customer Speaker Session | Advanced

+ Read more

Your organization is likely the same as most others when it comes to software training: some students learn it quickly, some are challenged by the new tools and a small group may even resist the very idea of change. This session will offer our insights gained from training thousands of deployments in our 30 years of business. We'll cover best practices for training your organization on EMS, with a case study from Heather Cochran of the University of Vermont on how they have successfully rolled out EMS training to new groups and departments.

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Scheduling More Than Just Space (Parking, Body Parts, and Basketballs, oh my)

Breakout Session | Services

+ Read more

Want to schedule parking spaces?  We can help. Want to schedule athletic equipment? Not a problem. Want to schedule body parts for your medical school? Yep, we can even help with that. Let's have some fun exploring all the unique ways EMS customers have used EMS in addition to scheduling space.

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Introducing the EMS G Suite Integration

Breakout Session | Product Showcase

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In late 2017, EMS released Google Calendar Integration (GCI), our first-ever integration for G Suite. Using GCI, EMS users can view attendee availability based on the free/busy status on their colleagues’ Google Calendars, compare attendee availability alongside space availability and add bookings directly to host and attendee Google Calendars. Google Calendar Integration is similar in function to the EMS Exchange Calendar Integration. This session will demo GCI and discuss the next two integrations in the product line, EMS for Google Calendar and Google room Integration, due out in 2018.

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Integrations: From Card Readers to the Kitchen Sink

Breakout Session | Customer Speaker Session | Technical

+ Read more

Is your EMS instance isolated or not as integrated with the rest of your organization as you'd like? Join a panel from Wake Forest University as we discuss our current integrations including Card Readers, Digital Signage, RSS Feeds, Back End Systems Integration, Shared Authentication for highly regulated organizations that don't share IT infrastructure, and more.

We'll describe the internal processes and procedures we've created to allow departments across the organization to develop their own custom EMS integrations. Unlock the power of integration and explore the untapped efficiencies lurking in your EMS install during this session.

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Effectively Managing Self-Service Space

Breakout Session | Advanced

+ Read more

The key to making the end user experience satisfactory for reserving a simple meeting or conference room, desk space, study room or other self-serve space is that it needs to be quick, easy and accessible from multiple end-points. This session offers a review of the best practices for providing a better user experience across all end user access points as well as creating a true self-service culture in your organization.

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What can the Accruent Partnership offer Higher Ed institutions?

Breakout Session | Academic Planning | Accruent

+ Read more

For over 15 years, Accruent has partnered with higher education institutions through the facility management software, FAMIS. In recent years, we have continued to expand our portfolio with the best solutions we can offer. Join us in this breakout session as we preview the current Accruent solutions for higher education that deliver streamlined solutions for all of a facility’s needs. We’ll highlight Capital Planning with VFA, Facility Management with FAMIS and Project Management with Project Center.

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Completing Common Tasks More Quickly: Power Tools

Breakout Session | Advanced

+ Read more

There are over a dozen tools in the EMS Reservation Navigator to help with the day-to-day maintenance of your events and meetings. Whether you need to copy an entire event, move a set of bookings, rapidly edit attendance counts or apply a discount to an entire reservation, this session will review the common utilities that can save you time. 

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Beyond Confirming Details: Using the Confirmation Report as a Communication Tool

Breakout Session | Advanced

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Communicating the details of a confirmed reservation is an essential function of a scheduler or site administrator. Learn how versatile the Confirmation Report can be when used for proposals, event confirmations, to confirm cancellations and more. When combined with the CRM module for contracts, it can make your operation even more efficient. Take a tour of the many ways that your peers are using the Confirmation function in order to increase communication and decrease administrative workload. 

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What You Need to Know: Test vs. Production Systems

Breakout Session | Technical

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In this technical support session, we'll discuss how to ensure that your Test systems don’t interfere with your Production Systems. We'll cover the best practices for refreshing the data on your Test system from Production,  especially for our Campus customers. We'll also compare the hardware specs for Test Systems vs. Production Systems (i.e., the minimum for test vs. the optimal for production).

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How to Win Friends and Influence People (Nebraska)

Breakout Session | Customer Speaker Session | Advanced

+ Read more

Gaining buy-in from your organization for a successful project is rarely easy or immediate.  At the University of Nebraska system, we recently grew EMS from an Enterprise Edition to the Campus Package to a system-wide Campus agreement. This presentation gives an overview of how we were able to win over our friends and colleagues and help influence other stakeholders to take a chance on collaborating with us. In this session, we’ll present ideas and advice as to how YOU can build momentum from the small wins to the big victories and flip from deliberate outbound promotion of EMS to unsolicited inbound requests for assistance.

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Using EMS to Successfully Support DE-centralized Services

Breakout Session | Customer Speaker Session | Services

+ Read more

Rochester Institute of Technology (RIT) does not have a centralized Events Department. Facilities Management Services (FMS) Special Events is one of several service departments at RIT that function independently. Events at RIT can occur in any space and at any time and FMS event requests are divided between three Special Event Coordinators. RIT will discuss its evolution of thinking around event coordination and how it moved from all paper to an entirely electronic workflow. We will demonstrate the process of making a decentralized organization function effectively in EMS. Attendees will also learn how to achieve success through advanced use of Resources, Categories and States, where Event Coordinators and FMS sub-service departments are up to date on the status of each event at all times.

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Implementing Exchange Room Integration and One-touch VC

Breakout Session | Product Showcase

+ Read more

EMS Exchange Room Integration can simplify the end user's experience when securing a space for their meeting and scheduling a video conference (VC) to connect with peers in other locations. This session will take a closer look at how customers can connect EMS to Exchange resources and simplify the self-service video conferencing experience associated with existing VC solutions (e.g., Skype, BlueJeans, Cisco).

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Double Event Revenue & Streamline Scheduling through HVAC Integration

Breakout Session | Leadership

+ Read more

Looking into integrating your current HVAC system so that it syncs with your events? Wondering how you can schedule with ease and upgrade your current facilities system to make it flow with scheduled events? Looking to expand your use of EMS further? After implementing HVAC integration in their student center spaces, Virginia Commonwealth University (VCU) saved $10,000 in utility costs in the first year. Saher Randhawa off VCU will share their journey to streamlining their facilities with their events scheduling and their overall journey with EMS at VCU. Attendees will learn what Events2HVAC is, how an integration can save you money, what makes EMS so configurable and the benefits of how EMS is used throughout the different departments of VCU.

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Georgia-Pacific Case Study: Blue Sky and the Self-Serve Workplace

Breakout Session | Customer Speaker Session | Workspace

+ Read more

In the modern enterprise, creating a workplace strategy is far easier than successfully implementing it. Providing self-service huddle rooms, desks and meeting spaces for employees - and building the processes and business rules – requires a mix of planning, technology and trial and error. In 2017, Georgia-Pacific decided to modernize their 51 story headquarters building in Atlanta, GA and with it their self-service scheduling and many other technologies. GP brought in EMS for its enterprise features, flexibility and open architecture. Join Shawn Kennedy, Technology Lead for Project “Blue Sky”, as he discusses how GP quickly deployed EMS and EMS Platform Services in their Blue Sky project. Attendees will learn how they implemented EMS specifically to enable self-service bookings, integrated technology like occupancy sensors for gaining true insights into space utilization and the lessons that they have learned in their first half year of deployment. 

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Popular Academic Reports, Saved Searches and Queries

Breakout Session | Academic Planning

+ Read more

How are classrooms being utilized? Which departments are violating prime time agreements? What are the semester-to-semester (or year-to-year) trends in scheduling? Come see the best practices for running and understanding academic reporting in EMS.

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Capital Planning for Your Organization

Breakout Session | Leadership

+ Read more

Does your organization have a clear view of its capital spending needs over time?  Learn how leading organizations use Accruent solutions to maintain an accurate view of asset conditions, align capital investments with their business objectives, and create multi-year budgets that reduce operational risk and deliver on their mission.

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Streamline your Facility Management with Accruent’s FAMIS

Breakout Session | Product Showcase | Accruent

+ Read more

Are your users reporting when something is broken? Does your campus have deferred maintenance? Are you reacting to deteriorating buildings and equipment around your campus? If you’re looking to streamline what your technicians are working on, gain visibility into what is breaking on your campus and reduce your overall maintenance costs by getting ahead of items falling apart, then FAMIS is for you. Join us in this product session where we discuss the benefits of having a Facility Management solution that tracks the work that needs done, is getting done and what it cost to do it. We’ll highlight the best practices for Preventative maintenance, Introduce the application at a high level and preview the upcoming roadmap.

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Product Keynote

Keynote

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A presentation of our 2019 product roadmap.

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To Check-In or Not Check-In: How Deploying Check-in Can Benefit Your Organization

Breakout Session | Workspace

+ Read more

Is a booked desk or classroom the same as an occupied desk or classroom?  Spend some time evaluating how allowing and tracking check-in from various end points (Web App, Kiosk, Mobile and Room Sign) can improve your space utilization and enhance your space management experience.

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Giving EMS Users What They Want - With Mobile

Breakout Session | Product Showcase

+ Read more

Your users are on the go - give them the capability they need by deploying the EMS Mobile App in your organization. The Mobile App allows users to make just-in-time reservations, review their own reservation schedule and check-in for reserved space – all through the convenience of their smart phone. In this session, we will review the features, user interface and use cases, offer some configuration and authentication tips, and finish with a live demo of the prototype for Mobile App 2.0. Highlights of the upcoming Mobile App release include support for room requests (as opposed to self-serve), space recommendations, floor plans and wayfinding.

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Configuration Tips: Pricing Plans and Rate Schedules

Breakout Session | Beginner

+ Read more

Understanding and accurately defining your EMS core data is central to effective software performance. This session will provide an overview of basic pricing/billing-related configuration including rate schedules, pricing plans, pricing calculations and more.  It’s the perfect introduction session for those interested in learning how to start configuration of their EMS system and a potential opportunity for long-standing users to explore further functionality options.

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Corporate Governance of EMS at JPMorganChase

Breakout Session | Leadership

+ Read more

You're setting up EMS in a corporate workplace. How do you get everyone to agree on governance: on the same procedures, business rules and policies? YOU DON’T!!!  Learn how at JPMorgan Chase & Co. we are able to customize EMS to meet the requirements of each business and user while maintaining an overall level of consistency and process.

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The Final Exam Scheduling Process

Breakout Session | Customer Speaker Session | Academic Planning

+ Read more

In addition to reducing headaches during the final exam period, automating the process by which you assign exams to rooms will increase your classroom utilization. In this session, we’ll review tips and tricks to make this a smooth process and get recommendations on how to communicate the exam schedule. Linda Martellaro of the University of Notre Dame will present a case study of how her team works through the assignment of final exams.

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Panel Discussion on Managing Shared Facilities

Breakout Session | Customer Speaker Session | Workspace

+ Read more

Sharing is caring, they tell us in grammar school. But that's easier said than done when it comes to general spaces used by multiple departments, groups or stakeholders. Shared spaces and facilities are an ongoing challenge in most organizations, and many EMS customers have enacted processes and business rules to successfully navigate the challenges of shared spaces. On this mini-panel, Dana Mims of Bucknell University and Krysti Carlson of Wichita State University will discuss their methodologies around shared spaces and answer your pressing questions. Come to learn from the panel and contribute your thoughts.

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Challenges, Considerations & Lessons Learned from the Global Deployment of EMS: Latham & Watkins

Breakout Session | Leadership

+ Read more

What would you do if you were tasked with the implementation of a conference scheduling system across a law firm with 33 offices, located in 11 countries and covering 9 time zones? Where would you begin? What questions would you ask? How would you measure success… or failure? Join Joyce Staten-Luyken, Global Operations Project Manager at Latham & Watkins, LLP, as she steps you through the process that began with a mandate to increase consistency and transparency and ended with the successful rollout of EMS. Learn how the project team was chosen, how the system was selected and configured, how users were trained and the system fully implemented. Joyce will also explain which internal groups and departments proved the most challenging to persuade and train, how long it all took and what the project team will definitely do differently the next time around. 

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Managing Services & Using Service States

Breakout Session | Advanced

+ Read more

Ever wish that your service providers had a “status” of their own?  This session offers an introduction to configuring service states, how service states can be used to accomplish the service 'status' and how the Manage Services browser assists in reviewing and updating those states. From marking deliveries as completed to marking requests as reviewed, empower your service providers to keep better track of their operation.

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Thought Leadership: Adding a Service Provider Operation to EMS

Breakout Session | Advanced

+ Read more

Are you considering expanding the footprint of your operation within EMS to include the management of services and resources? These expansions commonly include AV equipment, IT equipment, facilities set-ups/furniture or food service. This introductory session will explore a day-in-the-life of these operations, highlighting the benefits of managing these operations within EMS and sharing configuration and workflow design tips for initial implementation.

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Using Comments, Reminders and User Defined Fields

Breakout Session | Beginner

+ Read more

Discover the often underutilized comment, reminder and user defined field options in EMS. Learn how to address and simplify situations such as capturing and communicating additional reservation information, informing customers of due dates, following up on internal tasks and providing customer alerts to your fellow EMS users. Current comment and reminder users are encouraged to attend and share examples of what has worked particularly well within their organization. 

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An Intro to the EMS Query Builder

Breakout Session | Beginner

+ Read more

In addition to running the 200+ stock reports built into the system, you can build your own! The Query Builder is a versatile reporting utility available in both EMS Professional and EMS Enterprise. This introductory session will walk you through common uses of the reservation, sales/statistics and groups queries. It will include tips for building successful queries and pitfalls to avoid.

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Configuring Managed Video Conference Scheduling in EMS

Breakout Session | Advanced

+ Read more

Best Practices for Implementing IoT

Breakout Session | Workspace | Accruent

+ Read more

Internet of Things (IoT) solutions are everywhere from your smart watches to your building management solutions. Now your executive team wants to implement a Remote Monitoring solution that will help your space management and facilities teams. This session will take you through the top 5 priorities to keep in mind when going through an implementation of an IoT solution.

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Creating an EMS User Group

Breakout Session | Leadership

+ Read more

Outside of EMS Live, there's no more immediate way to network and exchange best practices than by hosting a local EMS user group. In this session, Lori Freda-McFadden from University of Pennsylvania’s School of Medicine will present how she and her team successfully crafted, promoted and produced a local user group in 2018. Lori will share the details and lessons learned along the way, as well as tips and ideas. Wendy Newlon from EMS will discuss how EMS Software can provide support and resources to help drive the success of your local user group event.

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Strategies for Populating and Maintaining, and Authentication for Everyday User Accounts

Breakout Session | Technical

+ Read more

Automatically enabling the EMS Web App end-user accounts, tracking the right information on the accounts and ensuring they have access to all of the correct permissions can be challenging in a complex environment. This session will review common strategies for account creation and maintenance, enabled by the HR Toolkit and / or integrated authentication options.

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So Many Parameters, So Little Time!

Breakout Session | Advanced

+ Read more

Have you ever explored the full list of system parameters availablle within the EMS Desktop Client?  Where should you begin? We'll make it easy for you by pointing out the most powerful - and the most overlooked - system parameters within the applicaiton. What you discover in this session may just change the very way you use EMS!

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Popular Saved Searches and Queries

Breakout Session | Advanced

+ Read more

Are you wondering if you're missing a search trick that everyone else is using? Ensure that you are getting the most out of the Browser and Query Builder by reviewing the most popular uses of the saved search and query functions.

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MONDAY, OCT. 1

Adding and Managing Service Providers

Clinic | Advanced

+ Read more

Recruiting your service providers - like AV and Catering - can be a great way to expand the footprint of EMS, get a greater return on your investment, and give your end users a true one-stop-shop. In this session, we will review the configuration needed to support service providers, explore end-user workflow advantages when they use EMS, and review the easiest ways to manage the operation through Manage Services and reports. This session is not to be missed if you are looking to add service providers into your EMS database!

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Academic Scheduling - Publishing the Course Schedule

Clinic | Beginner

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Are you preparing to publish a new academic schedule within EMS Campus and not sure where to start?  Designed for new users, this introductory hands-on workshop will teach you the basics of how to use the academic scheduling options within EMS. You will learn how to synchronize and publish the academic course schedule, manage course changes, and run common academic reports.

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Automated Academic Room Assignment (Optimization)

Clinic | Advanced | Academic Planning

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Do you ever wonder if you're truly assigning a course to the most appropriate room or space?  Designed for users new to the optimization functionality within EMS Campus, this introductory, hands-on clinic will teach you the basics on how to use the Optimizer to create your academic room assignments. You will also learn how to configure the software to support optimization and run reports to help you assess optimization success.

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Introduction to Event / Meeting Scheduling in EMS

Clinic | Beginner

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Designed for users new to EMS, this introductory hands-on, half-day workshop will teach you the basics on how to use the software for event and meeting scheduling. Get an introduction to making and managing reservations with basic services like AV/Catering, search for existing reservations, be introduced to common reports, and review tips/tricks along the way.  Perfect for a brand new user or one familiar with the system that is looking to perfect their skills.

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Managing Complex Bookings

Clinic | Advanced

+ Read more

You’ve mastered the basics and can make and manage reservations like a pro. Now, you are looking for more advanced tips, such as a deep-dive into tools that may be beneficial, a review of configurations that would support more automation and efficiency like the Reservation Wizard Templates, and to move beyond basic reporting.  This is a session for the intermediate EMS user, one that has a firm foundation and is looking to understand the under-utilized aspects of EMS that could benefit a complex environment.

Note: Clinic workshops require an additional fee. Be sure to select this option during the registration process.

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Networking Sessions

Networking Session | Product Showcase | Beginner | Advanced | Services | Workspace | Academic Planning | Leadership | Technical | Accruent

+ Read more

Want to learn more about how others are using EMS in their workplace and campus strategies? We will be hosting two networking sessions from 1:00 PM - 3:00 PM. Each will be about 60 minutes long. The networking sessions are designed for you to network with fellow attendees by geography / industry and by role in your organization. Networking sessions will be facilitated by an EMS executive and will cover a range of topics of interest to the group. Add the Networking Session to your registration to attend this event.

Add the Networking Session to your registration to attend this event.

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Welcome Reception

Special Event

TUESDAY, OCT. 2

Welcome Keynote

Keynote | Meg Swanson - CMO, Accruent

+ Read more

Welcome to EMS Live!

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Configuration Tips: Facilities

Breakout Session | Beginner

+ Read more

Understanding and accurately defining your EMS core data is central to effective software performance. This session will provide an overview of basic facility-related configuration in EMS including setup types, buildings, rooms, features and more. It’s the perfect introduction session for those interested in learning how to start configuration of their EMS system and a potential opportunity for long-standing users to explore further functionality options.

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Automated Reports

Breakout Session | Services

+ Read more

EMS includes more than 100+ reports of information ranging from event lists, setup details and more. Why limit these reports strictly to your Desktop Client users when you can maximize accuracy and information sharing by scheduling the reports for delivery to your security teams, service providers and more.  Let's review the popular use cases for the EMS automated report service and take a peek into how to set it up within your organization.

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Adopting EMS Kiosk 2.0

Breakout Session | Product Showcase

+ Read more

Are your users asking for ways to quickly search for and book an available workspace? If self-service spaces and hoteling are a part of your organizational strategy, then the EMS Kiosk App is just the ticket. Join us in this product session where we will discuss the Kiosk App and how kiosks play a role in workplace productivity and brand differentiation. We’ll highlight best practices for the app and preview the major enhancements on the Kiosk App product roadmap.

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Increasing Self-Service Access to Academic Data

Breakout Session | Academic Planning

+ Read more

The Campus Planning interface can be used as a powerful communication tool for your departmental users. Give departmental users direct access to reports, allow them to browse information and to locate available time blocks. Of course you should do all of this with style, so we will also share some easy-to-implement design tips and help text.

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Using EMS to Manage Your Billing Lifecycle: Pricing and Invoicing

Breakout Session | Services

+ Read more

Are you considering adding the pricing/billing functionality to your operation? Walk through the actual steps involved in the EMS billing-cycle process. Topics include: payment entry, billing worksheet, invoicing, adjustments, general ledger distributions and additional reports designed to organize your financial information.

 

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Governance: Getting Buy-In and Winning Together

Breakout Session | Customer Speaker Session | Leadership

+ Read more

It can be extremely difficult to get different areas of your organization to buy in and embrace a single-instance event management system. Even after you manage to get various groups on board, how do manage such a disparate group with conflicting priorities and eventually produce an effective event management system?

Join us as we take you through Wake Forest University's EMS journey from an organization that started with systems ranging from paper and pencil day planners, spreadsheets and multiple EMS Instances to an organization that now uses a single instance of EMS to manage all of its events. We'll also discuss our governance model, which includes a collaborative committee represented by departments across the organization. Finally, we’ll share how Wake Forest successfully navigated potentially tricky political waters and integrated with their heavily regulated school of medicine. Learn ways to achieve buy-in for a centralized event management system and manage it collaboratively.

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Using the Reservation Book and Calendar

Breakout Session | Beginner

+ Read more

Designed for new users, this session will help you discover tips and tricks for two of the most powerful tools in EMS – the Book and the Wizard. Topics include display options, adding reservations more quickly, dragging and dropping for quick edits, swapping rooms and more.

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Using EMS for Activity-based Workspaces

Breakout Session | Workspace

+ Read more

Overview of What You Get When Upgrading to V44.1

Breakout Session | Product Showcase

+ Read more

In the first half of 2016, EMS released version 44, with updated features for the expert, or administrative user, and then version 44.1, with improvements for the everyday, or casual, user. Both versions offered long-awaited improvements to the functionality and user experience of EMS. Flash forward to today, and EMS has released nearly 30 updates to version 44.1. If you're organization still has not upgraded to the latest v44.1, then this session is right for you. It will explain the benefits and delve into some of the details of the requirements of the upgrade process. Steve Weaver of the University of Colorado Anschutz Medical Campus will discuss their recent upgrade and the lessons learned while doing so.

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Configuration Tips: Categories and Resources

Breakout Session | Beginner

+ Read more

Learn about the various Category types available in EMS and their real-world scheduling applications. We will also cover resources, service orders, override description resources and configuration suggestions. Participants who currently use categories and resources are encouraged to attend and share information on what has worked particularly well within their organization.

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Overview of Video Conferencing and EMS

Breakout Session | Services

+ Read more

The EMS platform not only coordinates the use of space and services that support the meeting or event, it also is the key to connecting stakeholders all over the world. EMS has multiple methods for supporting self-service and white-glove managed video conferencing (VC) customers who may be using numerous VC solutions (e.g., Skype, BlueJeans, Cisco). This session will provide an overview of those possibilties and highlight specific sessions later in the conference that dig deeper into the self-service and managed VC workflows.

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Using Room Sign App in Higher Education

Breakout Session | Product Showcase

+ Read more

If you want to make it easier for your users to view room availability and schedule rooms on-the-fly, then this session is for you. Join us to learn about the EMS Room Sign App, formerly known as Glance. We will discuss how room signs play a role in workplace productivity and brand differentiation in the context of a live demo. We will also cover best practices, digital signage options and enhancements on the long-term Room Sign App product roadmap. Also, Jeffrey Campbell of Yale University will discuss the room signage process they went through to marshal support internally, evaluate devices based on current and future needs and create a process for driving future adoption.

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Moving From Spreadsheets to an Online Academic Schedule Build Process

Breakout Session | Academic Planning

+ Read more

Are you currently drowning in a sea of spreadsheets or emails with course changes? Streamline the process by incorporating the use of define and edit modes into your planning cycle. Review the collection and reporting options that can make these updates more manageable and help you keep your sanity during your course scheduling process.

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Reporting on Facility Usage and Utilization

Breakout Session | Leadership

+ Read more

The statistical reports and query builder on powerful tools.  But, how should you be analyzing the data?  Find out how  others making decisions using this information. Join us as we do a deep-dive into how the report data can be useful in making planning decisions and how other organizations have used them.

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Expanding EMS in Your Organization: Standardizing Roll-outs While Meeting Unique Needs

Breakout Session | Leadership

+ Read more

Looking to expand your use of EMS or bring on a new group to your license but don’t have a methodology? With experience onboarding unique groups on a decentralized campus, the EMS license administrators at The University of Texas at Austin will share their refined methodology and best practices for expanding EMS to new use cases. Attendees will learn how to promote the power and versatility of the software, understand your users’ distinctive needs for a seamless integration, effectively silo groups while controlling shared lists and provide an added layer of support and community.

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Reservation Wizard Tips and Tricks

Breakout Session | Beginner

+ Read more

You’ve mastered the basics and can make and manage reservations like a pro. Now, you are looking for more advanced information, such as a deep-dive into tools that may be beneficial, a review of configurations that would support more automation and efficiency like the Reservation Wizard Templates, and how to move beyond basic reporting. This is a session for the intermediate EMS user, one that has a firm foundation and is looking to understand the under-utilized aspects of EMS that could benefit a complex environment.

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Best Practices for Implementing Hoteling and Hotdesking

Breakout Session | Workspace

+ Read more

Workspace hoteling allows an organization to optimize the use of its office space and increase collaboration by allowing employees to work from different workspaces, depending on their role and responsibilities. EMS has various end points and partners that can help streamline hoteling and enable the employee base to maximize their productivity.

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Master Calendar and the South Alabama Showcase

Breakout Session | Product Showcase

+ Read more

Whether you are using the EMS Master Calendar or have a different tool to publicize your reservations, learn to walk through your event cycle to determine the best ways to collect and flag your reservations so they end up on the correct calendar. This talk will include a case study by Tasha Garriga of the University of South Alabama, an extensive user of Master Calendar.

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Security & Your EMS Environment

Breakout Session | Technical

+ Read more

There are many facets to security: how the software is written, how the data is protected, how the network is configured and how software administrators are trained. While many of those elements are beyond your control, we will outline best practices for those that you can influence: how your database authentication is configured, use of your service accounts and how Cloud may help solve some of these problems for you.

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Keynote Presentation

Keynote | Charles Duhigg

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Charles Duhigg is a Pulitzer prize winning journalist and the bestselling author of The Power of Habit: Why We Do What We Do in Life and Business, which explores the science of habit formation in our lives, companies and societies.

His newest book Smarter, Better, Faster: The Secrets of Being Productive in Life and Business (2016) is a fascinating exploration of the science of productivity, and why, in today’s world, managing how you think—rather than what you think—can transform your life.

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EMS Platform Services - What It is and What's Next

Breakout Session | Customer Speaker Session | Product Showcase

+ Read more

EMS Platform Services is the new middle-tier component that provides a modern, scalable way (RESTful APIs) for partners and customers to integrate with the EMS Platform. In this session, we will explore how you can use this tool to build your own integrations more quickly and with less complexity. The session will reveal what customers have created using Platform Services and provide a case study from Jon Ingersoll of the Yale School of Management.

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Panel Discussion on Deploying EMS on a Large Scale

Breakout Session | Advanced

+ Read more

Deploying EMS Software – or for that matter, any enterprise-wide software platform – out to a large organization takes an immense amount of coordination, from the gathering of specs and options by the selection committee to the assessment of internal workflows to the technical deployment of the final solution. A full cross-departmental team is required to complete these giant projects, which involve analysis, training, IT and, of course, change management. In this panel session, we’ll hear from Eric Cawood of KPMG and Tom Monaco of Deloitte, who will discuss the details and compare the different approaches taken during their recent US rollouts.

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Automating Communication to Your Users: Group Notification Rules

Breakout Session | Advanced

+ Read more

Do your users forget to cancel their reserved space even though they don't plan to use it? Do they need directions to find hard-to-locate venues? Do they need to guarantee their catering count? Automating reminders to your users by utilizing group notification rules can add an important layer of communication, making their life easier and your operations more efficient.

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Strategies for Integrating and Maintaining your Facilities Data

Breakout Session | Technical

+ Read more

Often EMS isn't the only system tracking building and room data, but it can be the most detailed. Review the most successful methods of integrating your facilities data from outside systems, implementing the proper workflow and review process, as well as get tips on keeping the most critical fields up-to-date to optimize the user experience.

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Keeping the Academic Room Schedule Up-to-Date

Breakout Session | Academic Planning

+ Read more

You've published your term, but now the changes come rolling in. Learn how to keep the courses in EMS from your Student Information System (SIS) up-to-date. Analyze some of the most efficient ways to keep EMS in sync with your SIS, determine what approach (manual versus automatic) makes sense for you and what features are available to keep you informed.

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The Dashboard

Breakout Session | Beginner

+ Read more

The user-configurable dashboard is an all-in-one view of your reminders, tentative reservation follow-ups, web requests, waitlist maintenance tasks and other notifications.  This session will review how to use the dashboard, demonstrating simple methods for managing all your scheduling tasks, accessing notifications and even generating “on-the-fly” metrics and reporting. 

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Using Utilization Data for Capital Planning Success (Columbia College - Chicago)

Breakout Session | Customer Speaker Session | Leadership

+ Read more

Space utilization data from EMS have become a valuable factor in evidence based decision making at Columbia College Chicago. The college has leveraged this utilization information to guide capital construction planning, aid in capital equipment purchasing decisions, advance new space management and scheduling policies and procedures, and assist in the management of the college’s real estate portfolio. 

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Drinking Our Own Champagne: The EMS Workplace Conversion

Breakout Session | Workspace

+ Read more

As the EMS Sofware workplace evolves, we've moved to an open office model, with self-service reservations as the rule. Come hear Customer Success Manager Wendy Newlon as she recounts our own successful journey from chaos to control as we converted to an activity-based workplace. See how we implemented ALL of the EMS points of access and many of the integrations - and what we've learned from the data we've collected in the past ten months. A saga of triumph and tragedy, our story is one for the ages.

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IT Considerations for Managing Multiple Display Sizes in the Smart Workplace and Campus

Breakout Session | Product Showcase | Technical

+ Read more

The latest Internet-of-Things trend is requiring enterprise IT teams to make a fine distinction between consumer-grade vs. professional-grade technologies. In this session, we explore key success factors around professional-grade all-in-one smart signboards ranging from 10-inch to 37-inch in different form factors, such as stretch displays, in the context of actual deployments. In addition, we look into device management and intelligence functionalities that dramatically improve maintainability and reduce downtime across multi-location projects. Technologies discussed in this session are certified and optimized to work with the EMS platform.

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Considerations for Academic User Permissions and System Administration

Breakout Session | Technical

+ Read more

Whether your scheduling system has 1 or 100 users, it makes sense to give each individual a specific set of permissions according to use. In this session we’ll review the concept of Template security and the most critical security processes, as well as discuss how to limit rights to specific rooms, areas and statuses for client users.

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Cloud Services for EMS - An Introduction

Breakout Session | Product Showcase

+ Read more

A growing number of EMS customers have deployed to the EMS cloud and enjoy the benefits of managed services from EMS. Join us as we discuss the details of our Cloud Services for EMS, including what factors you should consider when moving to a managed cloud solution and how EMS has continued to improve the overall Cloud Services experience.  Come prepared for a lively, informative discussion and migration case study from Case Western Reserve University, who currently uses EMS Campus to schedule event spaces and academic spaces and has been hosted in the cloud with EMS for four years.

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Working with Self-Service and Managed Video Conferencing

Breakout Session | Product Showcase

+ Read more

Meetings that require some form of video conferencing (VC) are beginning to dominate bookings in most large organizations. With EMS, users can book VC as a managed request or a self-service workflow via Skype for Business Integration and the Exchange Room Integration. Join Thomas Allen of EMS and Sue Dever of TIAA for a VC demo of how organizations can enable these hybrid meetings to reduce administrative overhead, improve VC booking efficiency, and improve user satisfaction.

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Configuring EMS for Catering

Breakout Session | Services

+ Read more

Plan on this configuration overview session if you are considering using – or have recently started using – EMS to manage your organization’s catering resources. Topics will include configuration of categories/resources, utilizing selections and production items within your menu, and considerations for configuring the EMS Web App (formerly Virtual EMS).

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Getting Started with Outlook and Exchange Integration: The Basics

Breakout Session | Product Showcase

+ Read more

Microsoft Outlook is a great tool for email and personal scheduling, but what if it could also be used in conjunction with room scheduling? The EMS for Outlook add-in and Exchange integration enhances Outlook’s already familiar interface with powerful room scheduling capabilities. See if EMS for Outlook is a fit for your organization especially after its recent facelift!

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Reviewing and Maintaining Your Academic Synchronization and Configuration

Breakout Session | Academic Planning

+ Read more

Keeping the building blocks of your academic configuration up-to-date is critical to scheduling success. These tips will ensure that you are reviewing the synchronization information coming from your Student Information System on the right time table, making updates to your configuration that will support your desired workflow and utilizing the proper configuration fields to make your academic course scheduling operation efficient.

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Managing Groups, Customers and Contacts

Breakout Session | Beginner

+ Read more

The Groups Browser in EMS can be unwieldy – tame it! During this session, review strategies for maintaining order with groups and contacts, collecting additional information useful in scheduling their events, and reports available within the tool.

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Panel Discussion on Successfully Managing Campus Risk

Breakout Session | Leadership

+ Read more

Today 's college campus is often compared to a small city, and this seems to be especially so in the context of risk management. As the practice of enterprise risk management has become more established at colleges and universities, administrators are recognizing the related value of incorporating meeting and room scheduling technology into their IT strategy. EMS offers robust functionality and data reporting that can yield valuable information in a single pane for administrators, schedulers and campus safety. Join our interactive session, which features a panel including Megan Fitzsimmons of Trinity College and Hannah Centers of the University of Kentucky, as they describe and compare their efforts to minimize risk on their campuses.

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Giving EMS Users What They Want - With Mobile

Breakout Session | Workspace

+ Read more

Your users are on the go - give them the capability they need by deploying the EMS Mobile App in your organization. The Mobile App allows users to make just-in-time reservations, review their own reservation schedule and check-in for reserved space – all through the convenience of their smart phone. In this session, we will review the features, user interface and use cases, offer some configuration and authentication tips, and finish with a live demo of the prototype for Mobile App 2.0. Highlights of the upcoming Mobile App release include support for room requests (as opposed to self-serve), space recommendations, floor plans and wayfinding.

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Managing Complex Requests: Simplifying the End User Experience

Breakout Session | Advanced

+ Read more

The key to getting your users to make requests online rather than call or email you is to ensure that it is as simple as possible. Simplicity can be challenging when you are managing complex space with a long list of business rules. We will review tips on simplifying your request form while honoring the necessary rules. Have you reviewed your request form from the user's point of view lately? It may be more complicated than you think...let's change that!

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Consolidation Time: Merging Multiple EMS Databases

Breakout Session | Technical

+ Read more

Does your organization own multiple instances of EMS Software? You're not alone. Many de-centralized EMS customers began using the platform in discrete departments or buildings and saw adoption over time from additional groups with their own purposes and databases. Eventually, when there is a push to centralize scheduling information and reduce overall operational costs and activity, it's time to talk database consolidation. In this session, we'll discuss best practices for merging your EMS databases and present a case study by Rachael Bolden of the University of South Alabama on how they worked through merging their many EMS databases.

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Overview: Accruent Products for the Enterprise

Breakout Session | Product Showcase | Accruent

+ Read more

Accruent provides a number of powerful tools to help you gain insight into the entire lifecycle of your real estate assets, identify inefficiencies and risks, and align your investments in your physical assets with your business goals. Join us as we unpack common challenges in physical asset management, help you discover how Accruent solutions can impact your business, and share customer success stories.

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Optimization: Increasing Efficiency in the Room Scheduling Process

Breakout Session | Academic Planning

+ Read more

Automating the assignment of courses into rooms can lead to a more efficient process. Automation reduces the amount of time needed to schedule and increases seat fill and room utilization. We'll review best practices to help you execute this process accurately.

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Using Room Sign App in the Enterprise

Breakout Session | Product Showcase | Workspace

+ Read more

If you want to make it easier for your corporate users to view room availability and schedule rooms on-the-fly, then this session is for you. Join us to learn about the EMS Room Sign App, formerly known as Glance. We will discuss how room signs play a role in workplace productivity and brand differentiation in the context of a live demo. We will also cover best practices, digital signage options, customer examples and enhancements on the long-term Room Sign App product roadmap. 

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Panel Discussion on Catering

Breakout Session | Customer Speaker Session | Services

+ Read more

Join us for an open, moderated panel discussion on best practices around using EMS to manage your catering operation. We'll cover real world cases from those who are just starting with catering in EMS to seasoned pros. You'll learn more about implementing and optimizing catering operations in EMS and be able to add your own experiences to the discussion. This panel will feature Cathy Rappazzo of the Rochester Institute of Technology and Susan Adams of CNA.

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Implementing Walk-Up Reservations to Improve Space Utilization

Breakout Session | Workspace

+ Read more

When tasked with improving space utilization, you need the ability to offer greater knowledge and control of your space, while also giving your people flexible options for managing their bookings on-the-fly. With tools such as EMS Room Sign App (formerly Glance), EMS Kiosk App and EMS Mobile App, you can meet your users where they are, allowing you to employ business rules to ensure space is prioritized for people ready to use it. This session will review these options, explore the most effective ways to leverage EMS and review reports that shed light on utilization trends within your operation.

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Building A Collaborative Culture for Campus-wide Scheduling

Breakout Session | Customer Speaker Session | Leadership

+ Read more

Collaborate for Success! Discover how an effective Event Management office at james Madison University brought its campus together by creating a team approach to deal with the multitude of scheduling issues on campus. With over 50 scheduling entities throughout campus, building a collaborative culture provided the basis for EMS to become the official campus scheduling software. Participants will learn from Sue Burket, Assistant Director, Event Management, how an Event Scheduling Timeline streamlines the reservation process and shows how event categories determine scheduling priority.

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EMS Platform Services - Consuming the API's and Customer Showcase

Breakout Session | Customer Speaker Session | Technical

+ Read more

EMS Platform Services is the new middle-tier component that provides a modern, scalable way (RESTful APIs) for partners and customers to integrate with the EMS Platform. This session is designed for more advanced organizations who want to learn about the technical aspects of how to deploy Platform Services. We will explore how to set up EMS Platform Services and provide a case study from Jon Ingersoll of the Yale School of Management.

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Sales and Statistical Reports: An Intro

Breakout Session | Beginner

+ Read more

If you are focused on analyzing or increasing revenue, reviewing or improving utilization, or understanding when resources are highly used, then understanding what your statistical and sales reports are telling you is crucial. In this introductory session, we will focus on the basics and most commonly used reports.

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Managing Complex Requests: Tips for Ensuring a Smooth Workflow

Breakout Session | Advanced

+ Read more

Once a user has made a request, do you have a seamless process mapped out in EMS that ensures proper internal communication and collection of details?  Are you using notifications, reminders, comments and user-defined fields to their fullest? If not, come see our tips for ensuring a smooth workflow.

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EMS Access Points: Give Your Everyday Users the Flexibility They Need

Breakout Session | Product Showcase

+ Read more

EMS for Microsoft Outlook, EMS Web App with Exchange or G Suite, EMS Mobile App, EMS Kiosk App, EMS Room Sign App. EMS offers points of access that give your end users the flexibility that they need, whether that's  making complex reservations from the desktop, making reservations on the go, or starting and ending meetings right on location at the room.  Join us for a quick overview of all the EMS points of access and which use cases are most appropriate for each. 

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Introducing the EMS G Suite Integration

Breakout Session | Product Showcase

+ Read more

In late 2017, EMS released Google Calendar Integration (GCI), our first-ever integration for G Suite. Using GCI, EMS users can view attendee availability based on the free/busy status on their colleagues’ Google Calendars, compare attendee availability alongside space availability and add bookings directly to host and attendee Google Calendars. Google Calendar Integration is similar in function to the EMS Exchange Calendar Integration. This session will demo GCI and discuss the next two integrations in the product line, EMS for Google Calendar and Google Room Integration, due out in 2018.

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Panel Discussion on The Optimizer

Breakout Session | Customer Speaker Session | Academic Planning

+ Read more

Automating the assignment of courses into rooms can lead to a more efficient process. Automation reduces the amount of time needed to schedule while increasing seat fill and room utilization. This customer panel, which includes Michael Kinney of Harvard University and Maria Munoz of California State University, San Bernardino, will discuss best practices to execute this process accurately.

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Transitioning from Virtual EMS to the Web App (for Pre-44.1 users)

Breakout Session | Beginner

+ Read more

In June of 2015 (in Version 44.1), EMS introduced the Web App - a new and improved version of Virtual EMS.  If your organization has not yet made the move, but are planning to upgrade - join this session to ensure that your transition  is successful.  We will review the workflow changes that enable the new end-user-focused design and outline configuration recommendations that will make the transition as smooth as possible.  Additional tips on effective use of help text and simplification of your web process templates will ensure that your end users are able to adopt quickly and easily.

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Reporting on your Service Operation

Breakout Session | Services

+ Read more

Review the most critical reports and saved searches that are used to manage and analyze your service operation. From ensuring that deliveries are made on time to analyzing the frequency with which a particular piece of equipment is used in order to determine replacement timeline, take this opportunity to hear about successful strategies and best practices for your service teams. 

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Managing Your Visitors in EMS

Breakout Session | Beginner

+ Read more

Lots of people visit your space on given day.  Keeping track of who is in the building or providing top rate customer service when someone arrives is a prioirty for many organizations.  Let's explore how the visitor management tools within EMS can help put information in the hands of your team and keep everyone moving in the right direction.

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Operational Notification Rules: An Intro

Breakout Session | Services

+ Read more

Improve communication with notifications! In this introductory session, learn how to configure the system so you are notified of new requests from the web, new service orders needing review, cancellations requiring action and more.  Notification capabilities reviewed in this session are available in Enterprise-level systems; a lightweight version of notifications is also available in EMS Professional.

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Infrastructure Best Practices for Performance

Breakout Session | Technical

+ Read more

There are many elements to performance: the software, the hardware, the network. EMS developers have the software piece covered, so we will discuss the infrastructure recommendations and ongoing database practices that will enhance the performance of the software. This will include database optimization, hardware configurations, application configurations and parameters, and load balancing settings.

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Panel Discussion on Occupancy Sensors and EMS

Breakout Session | Customer Speaker Session | Product Showcase

+ Read more

Join us for an open, moderated panel discussion on best practices around integrating EMS with sensors. We'll cover real world cases from those who have deployed sensors as a part of their workplace strategies to assist self-service and track space utilization. You'll learn more about the technical integration with EMS, different types of sensors on the market and some of the results our panelists have seen. This panel will be moderated by Scott Anderson of 7 Point Solutions (and formerly VP Client Services at EMS), and will feature Shawn Kennedy of Georgia-Pacific and Cynthia Hedlind of Verizon.

 

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Managing Your Complex Space Operation: The Most Common Reports

Breakout Session | Advanced

+ Read more

Of the many reports available in EMS, this workshop will identify and review the most applicable reports for operational use. Receive tips on the best use of options, memorization and how to analyze the data presented.

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Attendee Appreciation Event

Special Event

+ Read more

Join us for an evening reception filled with neon glow activities, live music, and local food and drink!

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WEDNESDAY, OCT. 3

Using Floor Plans in EMS

Breakout Session | Workspace

+ Read more

We all love list view and grid view, but have you tried floor map view? With the optional EMS Floor Plan module, you can upload maps and floor plans into EMS and indicate available meeting and event spaces.  When customers view or request rooms from the EMS Web Application, they can choose to see room locations and availability displayed on a floor plan and book a space directly from that image.

 

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Configuration Tips: The EMS Web App

Breakout Session | Beginner

+ Read more

Taking event requests online can be a key to streamlining your operation and may be easier than you think. There are, however, many factors that must be considered before you can successfully implement online scheduling.  Learn the questions to ask yourself when implementing online scheduling and evaluate the advantages of various types of request forms to determine which type is right for you. 

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Best Practices on How to Train on EMS

Breakout Session | Customer Speaker Session | Advanced

+ Read more

Your organization is likely the same as most others when it comes to software training: some students learn it quickly, some are challenged by the new tools and a small group may even resist the very idea of change. This session will offer our insights gained from training thousands of deployments in our 30 years of business. We'll cover best practices for training your organization on EMS, with a case study from Heather Cochran of the University of Vermont on how they have successfully rolled out EMS training to new groups and departments.

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Scheduling More Than Just Space (Parking, Body Parts, and Basketballs, oh my)

Breakout Session | Services

+ Read more

Want to schedule parking spaces?  We can help. Want to schedule athletic equipment? Not a problem. Want to schedule body parts for your medical school? Yep, we can even help with that. Let's have some fun exploring all the unique ways EMS customers have used EMS in addition to scheduling space.

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Introducing the EMS G Suite Integration

Breakout Session | Product Showcase

+ Read more

In late 2017, EMS released Google Calendar Integration (GCI), our first-ever integration for G Suite. Using GCI, EMS users can view attendee availability based on the free/busy status on their colleagues’ Google Calendars, compare attendee availability alongside space availability and add bookings directly to host and attendee Google Calendars. Google Calendar Integration is similar in function to the EMS Exchange Calendar Integration. This session will demo GCI and discuss the next two integrations in the product line, EMS for Google Calendar and Google room Integration, due out in 2018.

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Integrations: From Card Readers to the Kitchen Sink

Breakout Session | Customer Speaker Session | Technical

+ Read more

Is your EMS instance isolated or not as integrated with the rest of your organization as you'd like? Join a panel from Wake Forest University as we discuss our current integrations including Card Readers, Digital Signage, RSS Feeds, Back End Systems Integration, Shared Authentication for highly regulated organizations that don't share IT infrastructure, and more.

We'll describe the internal processes and procedures we've created to allow departments across the organization to develop their own custom EMS integrations. Unlock the power of integration and explore the untapped efficiencies lurking in your EMS install during this session.

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Effectively Managing Self-Service Space

Breakout Session | Advanced

+ Read more

The key to making the end user experience satisfactory for reserving a simple meeting or conference room, desk space, study room or other self-serve space is that it needs to be quick, easy and accessible from multiple end-points. This session offers a review of the best practices for providing a better user experience across all end user access points as well as creating a true self-service culture in your organization.

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What can the Accruent Partnership offer Higher Ed institutions?

Breakout Session | Academic Planning | Accruent

+ Read more

For over 15 years, Accruent has partnered with higher education institutions through the facility management software, FAMIS. In recent years, we have continued to expand our portfolio with the best solutions we can offer. Join us in this breakout session as we preview the current Accruent solutions for higher education that deliver streamlined solutions for all of a facility’s needs. We’ll highlight Capital Planning with VFA, Facility Management with FAMIS and Project Management with Project Center.

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Completing Common Tasks More Quickly: Power Tools

Breakout Session | Advanced

+ Read more

There are over a dozen tools in the EMS Reservation Navigator to help with the day-to-day maintenance of your events and meetings. Whether you need to copy an entire event, move a set of bookings, rapidly edit attendance counts or apply a discount to an entire reservation, this session will review the common utilities that can save you time. 

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Beyond Confirming Details: Using the Confirmation Report as a Communication Tool

Breakout Session | Advanced

+ Read more

Communicating the details of a confirmed reservation is an essential function of a scheduler or site administrator. Learn how versatile the Confirmation Report can be when used for proposals, event confirmations, to confirm cancellations and more. When combined with the CRM module for contracts, it can make your operation even more efficient. Take a tour of the many ways that your peers are using the Confirmation function in order to increase communication and decrease administrative workload. 

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What You Need to Know: Test vs. Production Systems

Breakout Session | Technical

+ Read more

In this technical support session, we'll discuss how to ensure that your Test systems don’t interfere with your Production Systems. We'll cover the best practices for refreshing the data on your Test system from Production,  especially for our Campus customers. We'll also compare the hardware specs for Test Systems vs. Production Systems (i.e., the minimum for test vs. the optimal for production).

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How to Win Friends and Influence People (Nebraska)

Breakout Session | Customer Speaker Session | Advanced

+ Read more

Gaining buy-in from your organization for a successful project is rarely easy or immediate.  At the University of Nebraska system, we recently grew EMS from an Enterprise Edition to the Campus Package to a system-wide Campus agreement. This presentation gives an overview of how we were able to win over our friends and colleagues and help influence other stakeholders to take a chance on collaborating with us. In this session, we’ll present ideas and advice as to how YOU can build momentum from the small wins to the big victories and flip from deliberate outbound promotion of EMS to unsolicited inbound requests for assistance.

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Using EMS to Successfully Support DE-centralized Services

Breakout Session | Customer Speaker Session | Services

+ Read more

Rochester Institute of Technology (RIT) does not have a centralized Events Department. Facilities Management Services (FMS) Special Events is one of several service departments at RIT that function independently. Events at RIT can occur in any space and at any time and FMS event requests are divided between three Special Event Coordinators. RIT will discuss its evolution of thinking around event coordination and how it moved from all paper to an entirely electronic workflow. We will demonstrate the process of making a decentralized organization function effectively in EMS. Attendees will also learn how to achieve success through advanced use of Resources, Categories and States, where Event Coordinators and FMS sub-service departments are up to date on the status of each event at all times.

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Implementing Exchange Room Integration and One-touch VC

Breakout Session | Product Showcase

+ Read more

EMS Exchange Room Integration can simplify the end user's experience when securing a space for their meeting and scheduling a video conference (VC) to connect with peers in other locations. This session will take a closer look at how customers can connect EMS to Exchange resources and simplify the self-service video conferencing experience associated with existing VC solutions (e.g., Skype, BlueJeans, Cisco).

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Double Event Revenue & Streamline Scheduling through HVAC Integration

Breakout Session | Leadership

+ Read more

Looking into integrating your current HVAC system so that it syncs with your events? Wondering how you can schedule with ease and upgrade your current facilities system to make it flow with scheduled events? Looking to expand your use of EMS further? After implementing HVAC integration in their student center spaces, Virginia Commonwealth University (VCU) saved $10,000 in utility costs in the first year. Saher Randhawa off VCU will share their journey to streamlining their facilities with their events scheduling and their overall journey with EMS at VCU. Attendees will learn what Events2HVAC is, how an integration can save you money, what makes EMS so configurable and the benefits of how EMS is used throughout the different departments of VCU.

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Georgia-Pacific Case Study: Blue Sky and the Self-Serve Workplace

Breakout Session | Customer Speaker Session | Workspace

+ Read more

In the modern enterprise, creating a workplace strategy is far easier than successfully implementing it. Providing self-service huddle rooms, desks and meeting spaces for employees - and building the processes and business rules – requires a mix of planning, technology and trial and error. In 2017, Georgia-Pacific decided to modernize their 51 story headquarters building in Atlanta, GA and with it their self-service scheduling and many other technologies. GP brought in EMS for its enterprise features, flexibility and open architecture. Join Shawn Kennedy, Technology Lead for Project “Blue Sky”, as he discusses how GP quickly deployed EMS and EMS Platform Services in their Blue Sky project. Attendees will learn how they implemented EMS specifically to enable self-service bookings, integrated technology like occupancy sensors for gaining true insights into space utilization and the lessons that they have learned in their first half year of deployment. 

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Popular Academic Reports, Saved Searches and Queries

Breakout Session | Academic Planning

+ Read more

How are classrooms being utilized? Which departments are violating prime time agreements? What are the semester-to-semester (or year-to-year) trends in scheduling? Come see the best practices for running and understanding academic reporting in EMS.

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Capital Planning for Your Organization

Breakout Session | Leadership

+ Read more

Does your organization have a clear view of its capital spending needs over time?  Learn how leading organizations use Accruent solutions to maintain an accurate view of asset conditions, align capital investments with their business objectives, and create multi-year budgets that reduce operational risk and deliver on their mission.

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Streamline your Facility Management with Accruent’s FAMIS

Breakout Session | Product Showcase | Accruent

+ Read more

Are your users reporting when something is broken? Does your campus have deferred maintenance? Are you reacting to deteriorating buildings and equipment around your campus? If you’re looking to streamline what your technicians are working on, gain visibility into what is breaking on your campus and reduce your overall maintenance costs by getting ahead of items falling apart, then FAMIS is for you. Join us in this product session where we discuss the benefits of having a Facility Management solution that tracks the work that needs done, is getting done and what it cost to do it. We’ll highlight the best practices for Preventative maintenance, Introduce the application at a high level and preview the upcoming roadmap.

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Product Keynote

Keynote

+ Read more

A presentation of our 2019 product roadmap.

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To Check-In or Not Check-In: How Deploying Check-in Can Benefit Your Organization

Breakout Session | Workspace

+ Read more

Is a booked desk or classroom the same as an occupied desk or classroom?  Spend some time evaluating how allowing and tracking check-in from various end points (Web App, Kiosk, Mobile and Room Sign) can improve your space utilization and enhance your space management experience.

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Giving EMS Users What They Want - With Mobile

Breakout Session | Product Showcase

+ Read more

Your users are on the go - give them the capability they need by deploying the EMS Mobile App in your organization. The Mobile App allows users to make just-in-time reservations, review their own reservation schedule and check-in for reserved space – all through the convenience of their smart phone. In this session, we will review the features, user interface and use cases, offer some configuration and authentication tips, and finish with a live demo of the prototype for Mobile App 2.0. Highlights of the upcoming Mobile App release include support for room requests (as opposed to self-serve), space recommendations, floor plans and wayfinding.

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Configuration Tips: Pricing Plans and Rate Schedules

Breakout Session | Beginner

+ Read more

Understanding and accurately defining your EMS core data is central to effective software performance. This session will provide an overview of basic pricing/billing-related configuration including rate schedules, pricing plans, pricing calculations and more.  It’s the perfect introduction session for those interested in learning how to start configuration of their EMS system and a potential opportunity for long-standing users to explore further functionality options.

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Corporate Governance of EMS at JPMorganChase

Breakout Session | Leadership

+ Read more

You're setting up EMS in a corporate workplace. How do you get everyone to agree on governance: on the same procedures, business rules and policies? YOU DON’T!!!  Learn how at JPMorgan Chase & Co. we are able to customize EMS to meet the requirements of each business and user while maintaining an overall level of consistency and process.

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The Final Exam Scheduling Process

Breakout Session | Customer Speaker Session | Academic Planning

+ Read more

In addition to reducing headaches during the final exam period, automating the process by which you assign exams to rooms will increase your classroom utilization. In this session, we’ll review tips and tricks to make this a smooth process and get recommendations on how to communicate the exam schedule. Linda Martellaro of the University of Notre Dame will present a case study of how her team works through the assignment of final exams.

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Panel Discussion on Managing Shared Facilities

Breakout Session | Customer Speaker Session | Workspace

+ Read more

Sharing is caring, they tell us in grammar school. But that's easier said than done when it comes to general spaces used by multiple departments, groups or stakeholders. Shared spaces and facilities are an ongoing challenge in most organizations, and many EMS customers have enacted processes and business rules to successfully navigate the challenges of shared spaces. On this mini-panel, Dana Mims of Bucknell University and Krysti Carlson of Wichita State University will discuss their methodologies around shared spaces and answer your pressing questions. Come to learn from the panel and contribute your thoughts.

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Challenges, Considerations & Lessons Learned from the Global Deployment of EMS: Latham & Watkins

Breakout Session | Leadership

+ Read more

What would you do if you were tasked with the implementation of a conference scheduling system across a law firm with 33 offices, located in 11 countries and covering 9 time zones? Where would you begin? What questions would you ask? How would you measure success… or failure? Join Joyce Staten-Luyken, Global Operations Project Manager at Latham & Watkins, LLP, as she steps you through the process that began with a mandate to increase consistency and transparency and ended with the successful rollout of EMS. Learn how the project team was chosen, how the system was selected and configured, how users were trained and the system fully implemented. Joyce will also explain which internal groups and departments proved the most challenging to persuade and train, how long it all took and what the project team will definitely do differently the next time around. 

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Managing Services & Using Service States

Breakout Session | Advanced

+ Read more

Ever wish that your service providers had a “status” of their own?  This session offers an introduction to configuring service states, how service states can be used to accomplish the service 'status' and how the Manage Services browser assists in reviewing and updating those states. From marking deliveries as completed to marking requests as reviewed, empower your service providers to keep better track of their operation.

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Thought Leadership: Adding a Service Provider Operation to EMS

Breakout Session | Advanced

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Are you considering expanding the footprint of your operation within EMS to include the management of services and resources? These expansions commonly include AV equipment, IT equipment, facilities set-ups/furniture or food service. This introductory session will explore a day-in-the-life of these operations, highlighting the benefits of managing these operations within EMS and sharing configuration and workflow design tips for initial implementation.

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Using Comments, Reminders and User Defined Fields

Breakout Session | Beginner

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Discover the often underutilized comment, reminder and user defined field options in EMS. Learn how to address and simplify situations such as capturing and communicating additional reservation information, informing customers of due dates, following up on internal tasks and providing customer alerts to your fellow EMS users. Current comment and reminder users are encouraged to attend and share examples of what has worked particularly well within their organization. 

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An Intro to the EMS Query Builder

Breakout Session | Beginner

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In addition to running the 200+ stock reports built into the system, you can build your own! The Query Builder is a versatile reporting utility available in both EMS Professional and EMS Enterprise. This introductory session will walk you through common uses of the reservation, sales/statistics and groups queries. It will include tips for building successful queries and pitfalls to avoid.

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Configuring Managed Video Conference Scheduling in EMS

Breakout Session | Advanced

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Best Practices for Implementing IoT

Breakout Session | Workspace | Accruent

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Internet of Things (IoT) solutions are everywhere from your smart watches to your building management solutions. Now your executive team wants to implement a Remote Monitoring solution that will help your space management and facilities teams. This session will take you through the top 5 priorities to keep in mind when going through an implementation of an IoT solution.

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Creating an EMS User Group

Breakout Session | Leadership

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Outside of EMS Live, there's no more immediate way to network and exchange best practices than by hosting a local EMS user group. In this session, Lori Freda-McFadden from University of Pennsylvania’s School of Medicine will present how she and her team successfully crafted, promoted and produced a local user group in 2018. Lori will share the details and lessons learned along the way, as well as tips and ideas. Wendy Newlon from EMS will discuss how EMS Software can provide support and resources to help drive the success of your local user group event.

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Strategies for Populating and Maintaining, and Authentication for Everyday User Accounts

Breakout Session | Technical

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Automatically enabling the EMS Web App end-user accounts, tracking the right information on the accounts and ensuring they have access to all of the correct permissions can be challenging in a complex environment. This session will review common strategies for account creation and maintenance, enabled by the HR Toolkit and / or integrated authentication options.

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So Many Parameters, So Little Time!

Breakout Session | Advanced

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Have you ever explored the full list of system parameters availablle within the EMS Desktop Client?  Where should you begin? We'll make it easy for you by pointing out the most powerful - and the most overlooked - system parameters within the applicaiton. What you discover in this session may just change the very way you use EMS!

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Popular Saved Searches and Queries

Breakout Session | Advanced

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Are you wondering if you're missing a search trick that everyone else is using? Ensure that you are getting the most out of the Browser and Query Builder by reviewing the most popular uses of the saved search and query functions.

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Elevate Your Skills

EMS Live is an interactive, cross-industry user conference focused on the future of work and learning, and the utilization of the EMS as a workspace and campus resource and space management software.

Join hundreds of workplace strategy, finance, real estate, facilities, IT, and HR executives, as well as schedulers, event coordinators, registrars and other professionals from around the globe.

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