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Event Planning Guide

Media Services

  • Although some rooms and venues have installed systems, please make a complete and thorough list of audio­visual equipment you will need to make your event success­ful. List all AV equipment and accessorizes in the appropriate box on the Room Reservation Request Form.
  • Important information in addition to an accurate AV equipment list are: date, start and end times, location, accurate budget code, and technical support requests.
  • If you are unsure of what equipment and services you might need and would like some guidance, please contact our AV special events staff (Don @ x6382)
  • Certain venues are controlled by venue manag­ers. These venue managers must confirm and approve your venue request.
  • If an AV technician is requested or needed outside of regular business hours, a technician charge will be as­sessed at the rate of $32 per hour with a 2 hour minimum. (Regular business hours are 8:-5 Mon- Fri)
  • Some larger venues have complex AV systems and a technician is required. There are also situations where the technical complexity of your event may also require a techni­cian (s). This would be at the discretion of AV Special Events personnel to properly staff your event.
  • Please remember that though we will try our best to accommodate all your requests, these cannot be guar­anteed, based on availability of equipment and labor. In some cases equipment may need to be rented from outside vendors, this expense will be passed on to you.
  • To insure your event is successful, please submit an accurate and complete request form at least 10 days in advance.
  • Ushers , security, and other non-technical personnel are the sole responsibility of the event organizer/planner (you) 

Important things to consider when requesting Media Services support

  • If there is a slideshow presentation, do I need a wireless slide remote?
  • Do I have sound associated with my presentation such as a Youtube clip, DVD clip, or music embedded within my slides?
  • When requesting an outdoor event, do I have an alternative site prepared in case the weather turns bad?
  • Do I need a recording of my meeting, whether audio or video?
  • Have I scheduled a rehearsal, if applicable?
  • Have I contacted the AV department to discuss details for my “high profile” event?

Facilities Services

Most venue spaces on campus have their own equipment and materials stored within the room (ie- rounds/banquets/chairs)

  • All venues must be scheduled through the proper scheduling manager and include what setup and materials are needed for the event
  • Any setups needed before 8am, after 4:30pm and over the weekend will be charged overtime. Overtime per staffing person will be $49.64 (that will be a minimum of 2 hours) Overtime charges will be charged towards the sup­plied budget code.
  • We have a limited stock of materials- we handle them by first come first serve basis and will assist in any rentals needed (will also be recharged to your budget)

Equipment Listing

  • Folding plastic chairs- 200 in stock
  • 6ft Banquet tables- 30 in stock
  • 5ft Round tables- 20 in stock
  • 3ft cocktail tables/or short 3ft rounds- only have 10 total in stock
  • 4x8 Wenger staging- 9 pieces in stock

Misc. Items

  • Chrome Stanchions- 10 in stock
  • Podium only (no podium microphone) - 3 in stock
  • Dry erase boards 3ftx5ft (w/easels)- 8 each
  • Flip charts (w/easels)- 25 each
  • Coatrack w/ hangers- 4 each
  • Easels- 25 each
  • Trash cans (32 gal)- 20 each
  • Recycling cans (32 gal)- 20 each
Please note Facilities does not supply linens for tables!  Please contact Bon Appetit for linens!

Things to consider when requesting Facilities support

  • Did I ask for trash cans or recycling cans?
  • Do I need an easel with flipchart and also markers?
  • Do I need coatracks with hangers?
  • Do I need banquet tables for catering? (contact your caterer for what is needed for food)
  • Will this be an overtime charge ?
  • Did I contact Facilities for any last minute changes? (attendance changes, additional tables)
  • Did I contact Venue Managers, Facilities, Media Services for cancellation of my event?