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    719.389.6449 (during business hours)
    After hours emergency phone
    For after-hours help with Canvas, call Canvas Support at 855.740.0505
    Solutions Center in Tutt Library
    first floor on the east side

    Mon-Fri: 8 AM - 5 PM

    Event Planning Guide

    Audio Visual Event Support (389-6382)

    • 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 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 (389-6568)

    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?