Training Materials

EMS Basics Building Your Event Managing Your Event After Your Event

Please also see the training videos we have created on our Training Videos page

EMS Basics

The ANR Events Management System (EMS) is a very useful tool for managing event registrations and sharing information with registrants or potential participants. If you are new to EMS, it is good practice to edit your profile with the most current contact information.

If you have used the system before, you may be duplicating an event to create a new event, or you may be creating an event from a template.

When you start using EMS and have an event, it is helpful to become familiar with the event’s Dashboard. The dashboard is the central home of your event in the system. From the dashboard, you will be able to build your event’s content, access your event’s web link, manage registrations, and edit your event with updates such as participant maximums, cancellations, and location changes.

Building Your Event

Building an event in EMS requires multiple steps and should not be rushed. Event organizers should build events at least six weeks in advance of the event’s start date to have the most effective marketing and promotional efforts.

Once you have duplicated an event or selected to create an event from a template, you will begin in Configure Event. This section is comprised of four tabs where the content of your program is displayed, including event dates, budget and finance data, description, contact information, and banner images. You may also add an event flyer in this section. Ensure you complete all four tabs before hitting the green create event button.

The second section is called Configure Registration Processes. In this section, you will edit your registration processes, build registration forms, and create pricing rules. You will also add the cancellation fee information to this section.

In the Edit portion, you will need to edit registration dates and write the confirmation message that participants automatically receive from the system after they complete their registration. If your program is being held virtually, it is good practice to include Zoom information in the confirmation message unless you plan to send information to registrants directly, prior to the event.

In the registration forms, you will need to add fieldsets, which will require editing the fieldset inputs. You may also add pricing rules to your registration selections in the registration forms.

If your program is limited to a certain number of people, you will want to create a quota. You may also want to give other event organizers access to your event.

Once you have added all the necessary information to your event and asked the necessary questions in your registration form, you may be ready to request activation, a process in which ANR Event Services reviews your event and works with you to make the website link live and ready for use. You should also review this activation checklist if you’re considering requesting activation. Please allow up to one week from your activation request to event activation and posting on the event calendar.

Managing Your Event

Once your event’s registration is accepting registrations, you will still need to manage it. You may need to create a new registrant, review the registrant roster, cancel a registration, manage quota reports, or download registrants. Additionally, you may need to create custom reports or special needs reports.

If you have a speaker that is not affiliated with MSU, you may need to create guest travel in Concur.

To manage your event’s finances, you may also need to add payments, credit a registrant, manage late fees or request a refund. There are invoices/receipts for every registrant, even if the program is free. You may need to send an individual invoice/receipt or send multiple bills for participants who have not finished their payment or who request an invoice.

If you accept registration fees from participants through cash or checks, you will also need to submit a deposit slip.

You or your participants may have specific requests or information regarding registrations; it is helpful to store this information in the notes section.

After Your Event

You can document which of your registrants attended your program with the attendance feature.

To begin the closing process, you will need to submit any remaining invoices to be paid to events@anr.msu.edu wit the world “Expenses” in the subject line. You must also ensure any remaining registrants with balances due are canceled, credited, or paid. Any payments on MSU accounts will be processed by ANR Event Services within two weeks after event completion. The closing process takes approximately two months. A final cost analysis will be sent to your from ANR Event Services showing any net earnings or any losses you may have incurred.

Additional Materials

When your program is cancelled, make sure to request event cancellation in EMS.