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Audiovisual Services

Event support

Media Services can help you with planning and organizing audiovisual (AV) events. We provide on-site support for on-campus events. We can also help with livestreaming and video recording for events.

If you need some help or you’re not sure what your event needs, we offer free consultations. During consultations, our experienced team will guide you through AV options for your event.

Details

For
Employees & students
Cost
$75 per hour for technician or producer time
Equipment, delivery, and licensing fees vary
Free consultations and estimates
Hours
8am–5pm Monday–Friday
Evenings and weekends on a case-by-case basis

We only take payment for services by internal budget (FAST) transfer so work must be initiated or sponsored by a budget administrator. If you're not sure how to start a request, ask your supervisor, department admin, faculty sponsor or PI.

Consultations

We offer free consultations for events, regardless of your budget. We can:

  • help problem solve and give advice on available options
  • provide an estimate for our work 
  • work with you to reduce your costs and keep your project in budget
  • refer you to qualified contractors for events we can't support

Scheduling details

Our hours are 8 a.m. – 5 p.m., Monday to Friday. If your event is taking place outside of these hours, we need at least 3 weeks’ advance notice for staff scheduling purposes.

If your event takes place during operating hours, we need at least 2 weeks’ advance notice.

To make changes to the scope of your event, we need at least 1 week’s notice. Changes to the scope include needing more staff, needing more equipment or changing the number of participants.

Event services

We can help you plan and coordinate your virtual and hybrid events. Virtual events take place entirely online. Hybrid events have online and in-person attendees.

Virtual and hybrid events that we can support include:

  • webinars with audience questions and answers
  • meetings of various sizes (up to 1000 attendees)
  • educational workshops
  • new product launches and demonstrations
  • employee training sessions

We can:

  • provide planning templates to help with organizing your event
  • give advice to help ensure your event is a success
  • recommend technology and approaches that work best for your event
  • help you with the AV and technology you need to host your event
  • provide Zoom webinar licenses
  • provide video recording of your event

You can book on-site technician support for your event. They’ll stay for your whole event to provide support. They’ll also help with any audiovisual issues that occur.

Many of our event services include on-site technicians.

Technician rates are $75/hour.

We recommend booking technician support for larger events like conferences or any events that include video.

Livestreaming produces a live video, audio and multimedia stream over the internet. We can broadcast your event to a global audience, to a private audience or to an overflow room.

Events that we have livestreamed include:

  • graduations