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Services
AV Consultation
Related Units
Classroom Technology Support
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AV Guidelines for Events Sponsored by a Campus-Unit
- For events held in the Student Activity Center, routine audiovisual equipment, setup, and staffing are provided by the Student Activities Center. For events held in the Main Campus Auditorium (NS 02) or the Recital Hall (NS158), audiovisual equipment, setup, and staffing are provided by the Auditorium Staff. For all other events, Instructional Media Services will provide audiovisual staffing and equipment contingent upon availability.
- Requests for audiovisual equipment for events other than scheduled academic classes are made through the Special Events Office. After making the initial request through the Special Events Office, the manager of Instructional Media Services may contact the client to confirm and/or discuss the request. The availability of equipment and staffing must be confirmed before a contract is approved and signed with the client.
- Instructional Media Services will provide audiovisual staffing for routine needs during regularly scheduled work hours, contingent upon the availability of staff. When an event occurs outside of regularly scheduled work hours, or when an event requires an attending technician or special setup, the requestor must contract with an approved outside staffing agency. Any vendor not on the list must be approved by Instructional Media Services.
- If the desired equipment is not available, the requestor must contract with an approved outside equipment rental agency. Any vendor not on the list must be approved by Instructional Media Services.
- It is the responsibility of the University sponsor to ensure that University audiovisual equipment is used in accordance with laws related to the display of motion pictures and/or other copyrighted material.
General Guidelines for Conference Support/External Groups
- All non-university constituents in need of audiovisual equipment must make the initial request with the Special Events Office.
- The availability of equipment and staffing must be confirmed before a contract is approved and signed with the client.
- Instructional Media Services will provide audiovisual staffing for routine needs during regularly scheduled work hours, contingent upon the availability of staff. When an event occurs outside of regularly scheduled work hours, or when an event requires an attending technician or special setup, the requestor must contract with an approved outside staffing agency. Any vendor not on the list must be approved by Instructional Media Services.
- Instructional Media Services must be notified at least four (4) weeks in advance for events that require a special set-up.
- Non-university constituents will be assessed a Media Services Fees. A list of these fees is included in Appendix B of this manual. External groups will be charged for the contracted equipment if Instructional Media Services is not notified of any cancellation at least 24 hours in advance of the event.
- Instructional Media Services will generate a checklist for equipment rental based on information furnished from the Special Events Office. The checklist must be signed by the requestor and returned to Instructional Media Services for confirmation. Instructional Media Services may contact the client to confirm and/or discuss the request.
- It is the responsibility of the Events Office to ensure that University audiovisual equipment is used in accordance with laws related to the display of motion pictures and/or other copyrighted material.
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