Your event coordinator, and/or Special Events Center audiovisual personnel, are available to discuss with you, prior to your event taking place, ways to maximize your event through technology and audiovisual production services. Reserving parties may request audiovisual production equipment and services to support their event technology and production needs in the Special Events Center. In making the determination to meet this request, Student Union Events 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 production 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 Special Events Center audiovisual production services have been requested. Charges for requested Special Events Center audiovisual production services personnel are billed per hour (including hours for setup and strike, as well as hours of production time), per required staff member needed to meet the audiovisual request.
Certain audiovisual production services and needs shall require assistance only from Special Events Center audiovisual production services personnel. Audiovisual production services personnel shall be required when one or more of the following conditions apply:
- The event requires audiovisual services and attendance is projected at 100+ guests
- The event requires soundboard audio control (concerts, performances, etc.)
- The event requires multiple active microphones (panels, Q&A, performances, etc.)
- The event requires light board control or specialized lighting requests
- The event requires utilization of the theatrical rigging and drapery system
- The event requires utilization of the clear-com wireless communication system
- The event requires utilization of the stage monitor system
- The event requires loading dock access or support for load-in or load-out of equipment, theatrical sets, décor, costuming, and/or props.
The Audiovisual Production Services department reserves the right to make the determination as to the correct number of staff necessary for the success of the event. The AVPS department will make their determination of the number of staff needed to the client prior to the event. If prior to or during the event, more staff is deemed necessary, the AVPS department will add the necessary staff at cost to the client.
Reserving parties may elect to schedule audiovisual production services and equipment, provide their own audiovisual production services and equipment, or utilize a third-party vendor to meet their audiovisual production services and equipment needs, so long as these services and equipment do not interfere with necessary business operations of the Special Events Center. Third-party vendors must be approved by Student Union Events, and shall be confirmed in writing. In making this determination, Student Union Events 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.
All events or activities in the Special Events Center require at least one (1) member of the Audiovisual Production Services department to be onsite for the duration of the rental, plus one hour prior to the start of the event and one hour after the event ends. This personnel will be charged at the current hourly rate to the client.
Clients, contractors and third-party vendors are not permitted to access production locations (booths) and audiovisual storage in the Special Events Center without the pre-approval of the Audiovisual
Production Services department. Third-party vendors and reserving parties may not operate Special Events Center audiovisual production services equipment in such locations (e.g. soundboards, lighting boards, portable sound systems, recording equipment, specialty lighting, stage rigging, etc.) without the pre-approval of the Audiovisual Production Services department. Special Events Center pianos may only be moved by audiovisual personnel and are not available for use or loan outside of the facility.
If the reserving party and/or the third-party vendor fails to meet the audiovisual production service needs of the event and Special Events Center audiovisual production services personnel are 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 Special Events Center audiovisual production services, personnel, and equipment will be assessed based on the business operations of the Special Events Center. All such fees are itemized, explained in writing, and can be appealed.