VenueVU

Why the change? 

Many resulting organizational benefits necessiate the need for VenueVU, most notably, the need to improve the user experience for reserving spaces and requesting events; the need to provide a more comprehensive and accurate University Events Calendar; the need to enhance safety, security, and space utilization reporting; and the need to increase efficiencies for our campus event service providers, among many other results that will benefit the entire campus community. 

What systems will be replaced or go offline?

VenueVU will utlimately replace all existing platforms, portals, or forms used to request or reserve spaces. This includes the current EvM event request system and the InfoSilem portal operated by the Registrar for classroom reservations. Multiple other platforms or request forms used by various areas and departments to schedule spaces will also be replaced by VenueVU.

Rooms that are currently scheduled using Microsoft Outlook will retain that capability, as VenueVU will include a robust integration with Microsoft Exchange. 

The current University Events Calendar website will also be replaced by a more dynamic, upgraded site, which will feed from the events submitted and approved in VenueVU. 

Which spaces and departments are included in the project scope?

VenueVU will become the new reservation and scheduling platform for all scheduled spaces, including academic classrooms, event venues, athletic facilties, performance spaces, outdoor areas, and conference and study rooms. The majority of these spaces will be included in the Initial Campus Launch of VenueVU; however, some smaller department meeting rooms or other one-off spaces will be incorporated at a later time. All departments and undergraduate colleges that manage or oversee scheduled spaces are in scope, as well as all departments that provide event resources or services. The Charles Widger School of Law spaces within Scarpa Hall are not included in the Initial Campus Launch, but will be at a time to be determined in the future. 

Will the rules, restrictions, or approvals needed for reserving specific spaces or requesting events stay the same? 

In general, yes. The same rules, restrictions and approvals for each space will, for the most part, remain the same. Dependent on feedback gathered during the Business Process Review, however, there may be opportunity for process changes for the sake of improving efficiency, user experience, and space utilization. All in all, the various colleges and departments will continue to manage and schedule the spaces within their purview, and the rules, restrictions, and approvals will remain dependent on the space. By bringing all of this into one platform, VenueVU will provide the end-user with much greater transparency of the various rules, restrictions and approvals applicable for each space, improving the overall user experience.

What support and training will be available for users?

A priority of this project is to provide robust support and training resources for all users of VenueVU. Campus administrators who manage and oversee spaces will benefit from extensive, live, on-going training to support their use of the system. All faculty, staff and students who use VenueVU to request or reserve spaces will have access to training tutorials, materials, and live support to assist their use of the platform. Villanova has partnered with a Change Management Firm, Groves & Company, to assist with the development of thorough and effective training resources.   

How will the integrations with Banner and Microsoft Outlook work?

Villanova's student information system, Banner, will dynamically upload the academic schedule of classroom assignments into VenueVU, allowing space requestors to view when classrooms are available for meetings or events outside of when they are being used for academic classes. 

The Microsoft Exchange integration includes the ability for space requesters to reserve specific rooms within Outlook and have that reservation automatically sync between both Outlook and VenueVU. Users will also be able to see meeting attendees free/busy Outlook availability within VenueVU when selecting a time and space to book a meeting. 

Will VenueVU work for future spaces and new buildings?

Yes. The VenueVU platform was chosen for it's ability to scale-up, and will be configured to accomodate growth. Future spaces such as the new library building and the Cabrini Campus will be managed in VenueVU and will be added to the system at the appropriate time.  

How will we access VenueVU and related information and resources? 

VenueVU and all related training materials and information will be housed in a new website, accessed using your Villanova log-in credentials. Once logged-in, VenueVU will recognize your role at the University (i.e faculty, staff, or student), and grant you permissions that allow you to reserve or request specific spaces based on your role. The new VenueVU site will be found within the University website and in MyNova.

What will happen to the existing space reservations and events already on the University Events Calendar or booked in other systems?

Prior to the Initial Campus Launch, existing space reservations and events for future dates will be exported from the existing systems and imported into VenueVU. Campus administrators who oversee spaces will work to double-check accuracy, and space requestors may be asked to re-confirm their requests. After this export/import takes place, in Summer 2025, the new University Events Calendar website will be published, and space requestors will stop using existing systems and begin using VenueVU for any new space reservations or event requests. 

Will the University Events Calendar website and corresponding web links change?

Yes. The VenueVU project includes a new, upgraded University Events Calendar Website, which means the exisiting events calendar and links will no longer function after Summer 2025. The new calendar website will operate in very similar ways, with many enhancements, and support will be provided to any departments who may need to update their websites with new calendar links. 

When does VenueVU go live? 

Campus administrators who manage or oversee spaces will begin using VenueVU during Spring 2025 in order to learn and test the system. Students, Faculty and Staff will start using the system to request or reserve spaces beginning Summer 2025.