Your Event Coordinator, and/or Student Union audiovisual personnel, are available to discuss with you, prior to your event taking place, ways to maximize your event through technology and audiovisual services. Reserving parties may request audiovisual equipment and services to support their event technology and production needs in the Student Union. In making the determination to meet this request, University Event Services shall consider the ability of the facility to support the request and ability of the staff to accommodate the request with available personnel and equipment, not the viewpoint or content of expression of the reserving party. Audiovisual equipment, personnel needs, and goals should be communicated to your Event Coordinator at the time of the reservation request, and no later than twelve (12) business days prior to your event. Requested audiovisual services and personnel shall be confirmed ten (10) or more business days prior to the event. Requests outside of this window will be accommodated only when possible.
Personnel requirements and associated charges shall apply when Student Union audiovisual services have been requested. Charges for requested Student Union audiovisual personnel are billed per hour (including one hour for setup, one hour for teardown, and hours of production time), per required staff member needed to meet the audiovisual request.
Certain audiovisual services and production needs shall require assistance only from Student Union audiovisual personnel. Student Union audiovisual personnel shall be required when one or more of the following conditions apply:
- The event requires audiovisual services in a single event location AND attendance is projected at 100+ guests
- The event requires audiovisual services in 4,000+ square feet of event space (multiple ballroom sections, etc.)
- The event requires audiovisual services in multiple locations (breakout or presentation rooms)
- Requested audiovisual services include soundboard audio control (concerts, performances, etc.)
- Requested audiovisual services include multiple active microphones (panels, Q&A, performances, etc.)
- Requested audiovisual services include video or sound recording
- Requested audiovisual services include light board control.
Reserving parties may elect to schedule Student Union audiovisual services and equipment, provide their own audiovisual services and equipment, or utilize a third party vendor to meet their audiovisual service and equipment needs, so long as these services and equipment do not interfere with necessary business operations of the Student Union. Third party vendors must be approved by Student Union Administration. In making this determination, Student Union Administration will consider the ability of the third party vendor to meet third party insurance requirements (see Risk Management and Insurance section), not the viewpoint or content of expression of the reserving party or the selected vendor.
Only Student Union audiovisual personnel are permitted to access production locations (booths) and audiovisual storage in the Student Union. Third-party vendors and reserving parties may not operate Student Union audiovisual equipment in such locations (e.g. soundboards, lighting boards, portable sound systems, recording equipment, specialty lighting, etc.) for security and liability purposes.
If the reserving party and/or the third party vendor fails to meet the audiovisual needs of the event and the Student Union is required to support the event by request of the reserving party in response to such failure, costs and charges for the resulting services will be assessed to the reserving party.
Appropriate fees for audiovisual personnel services and equipment will be assessed based on the business operations of the Student Union. All such fees are itemized, explained in writing, and can be appealed.