Table of Contents

• A/V Equipment and Service Fee Schedule
• Requests and Information
• Policy on Audiovisual Services
• Setup Options

A/V Equipment and Service Fee Schedule

* Labor charges will include set-up and break-down times.

Note: A technician will be required for use of some equipment.

Requests and Information

All Audiovisual requests should be made 48 hours in advance, otherwise it may not be possible to provide equipment or services. Requests should be made via email or by the AV Request Form. This allows us to better track A/V activities. Send requests to: AV-Request@hmc.edu. If you need information, or have any questions, you may contact the Audiovisual Office at x73498.

In the event of an emergency regarding a pre-arranged Audiovisual event, please call the CIS Help Desk at (909) 607-7777. For all other situations, please contact Michael via email or phone, x73498.

Policy on Audiovisual Services

HMC course-related events:

Audiovisual's highest priority is to provide support for any "course-related" set-up needed by faculty or staff members. An advance notice of 48 hours provides sufficient time to insure the equipment is available and functional and to arrange for additional (e.g. student) support if necessary. Typically, 24 hours advance notice is also sufficient. However, for setups with less than 48 hours notice and for all setups outside the hours of 8:00 AM to 5:00 PM, Monday through Friday, A/V may incur additional expenses. Any additional expenses, including A/V Student Technician time, will be passed on to the requesting department. Note there will be no charges for equipment unless A/V must pay rental fees to obtain the requested equipment.

Other HMC events:

Audiovisual will provide support for other Harvey Mudd College sponsored events to the extent possible. This includes other academic events, administrative events, alumni events, staff events, and student events (including Clinic presentations). However, we will no longer accept student requests directly from students. Student requests must come from a sponsoring person or organization such as a faculty or staff member, the Dean of Students Office, or ASHMC. With 48 hours advance notice, there will be no charge for Harvey Mudd College events during regular business hours. If a request is not made 48 hours in advance, or if the event is outside normal business hours, then the requesting department will be billed both for time and for equipment rental. Estimates can be provided in advance for all billed events.

Non-HMC events:

Events not sponsored by a Harvey Mudd College organization and/or not intended for the HMC community will have the lowest priority for support, and will incur both support time and equipment rental charges at all times.

Policy details:

If the A/V Technician or an A/V Student Technician is required to both set-up and break-down equipment for an after-hours event, he/she will remain on-campus for the length of the event. The department/organization will be expected to pay for his/her entire time on-campus. The Technician may choose to not remain on-campus, in which case the department/organization would only be billed for the time he/she was on-campus.

Some audiovisual equipment is available for off-campus use. Special arrangements must be made well in advance and in addition to normal equipment rental fees, an additional charge for off-campus use will be incurred (10% of the normal equipment rental fee).

Personal use of the audiovisual equipment in classrooms and auditoria is not encouraged but can be done by special arrangement. Please contact the Audiovisual Office to ensure that the equipment is functional and accessible during the time in question.

Major events requiring substantial support of multiple pieces of equipment should be discussed well in advance, and may require additional fees.

Because of the high cost of the audiovisual equipment, it may be necessary for the A/V technician to remain with the equipment during "after hour" events. When it is necessary for them to remain with the equipment (or at least on campus) during the event, their time will be charged from the beginning of the event through the end of the event in addition to set-up and break-down times.

Setup Options

There are three different setup options to choose from:

1. The Audiovisual technician will bring the requested equipment to the designated room, set it up, and test to make sure that it is working properly. The user is then responsible for running the equipment during the event. The technician will break down and pick up the equipment when the event is over. While 48 hours advance notice is preferred, this setup option can usually be requested 24 hours in advance as well. This is the default setup option for A/V requests.
2. The Audiovisual technician will bring the requested equipment to the designated room, set it up, test it, and will then remain in the room for the duration of the event to oversee running the equipment. This option must be requested at least 48 hours in advance so that a technician can be scheduled for the duration of the event.
3. Users can request that equipment be set aside for them in the A/V office. Users can then pick up the equipment themselves from the A/V office, set it up and then return it to the office at the end of the event. Advance notice is still required for this setup option in order to make sure that the equipment will be available during the time period requested. 48 hours is still preferred, but 24 hours advance notice is also usually sufficient. Users will also be requested to "sign out" the equipment when they pick it up.

For either option A or option C, users can also request that an A/V technician meet with them before the scheduled event in order to demonstrate how the requested equipment is used. The user should contact the A/V office in advance to request a demonstration and to schedule a time for it.

For after hours events or other events for which there would be charges, option C provides a way of minimizing those charges.