Reservations and Bookings

To use the EMS Desktop Client Web efficiently, understand the structure of a reservation, the event timeline for a booking, and the reservation process.

Reservation Structure

An event in includes:

  1. A Reservation
  2. One or more Bookings
  3. Booking details
Reservation A reservation defines who the event is for and what the event is. When you select the reservation folder in the Navigator, you can see the host and meeting details.
Bookings A booking defines where and when an event takes place. A reservation can contain multiple bookings. Use a single booking for a one-time event. Use multiple bookings for recurring events or events that require multiple rooms.
Booking details A booking can include one or more details. Booking details can include services and resources, notes, activities, and room charges. For example, a weekly huddle meeting can include catering requests, equipment, and room charges.

These components exist in a hierarchy. A Reservation contains one or more Bookings, and each booking can include one or more associated details.

Event Timeline

The following time designators define an event in EMS Desktop Client Web:

  • Event Time – The time during which the event takes place.

  • Setup/Teardown Hours – The time added before or after the event to prepare the room or clean up after the event.

  • Reserved Time – The total time the space remains reserved. Reserved time includes the event time plus setup and teardown time.

    Variable  Time

    Reserved Start Time

    8:00 a.m.

    Setup Hours

    1 hour

    Event Start Time

    9:00 a.m.

    Event End Time

    4:00 p.m.

    Teardown Hours

    1.5 hours

    Reserved End Time

    5:30 p.m.

    Reserved Time

    9.5 hours