ETS Technology Support For College Events
To ensure events go smoothly and maintain the highest quality, the Educational Technology Service department needs to be aware of any event and function needing technical support. Please submit requests for technical support via event support link.
Event Scheduling Policy
|
Event Setup Types |
Room Types |
Service Request Placed |
|
Event in technology enhanced spaces |
Classrooms, Conference Rooms, Event Halls |
1 week advance notice |
|
Event in spaces without technology |
Outdoors, Conference Rooms, Event Halls |
2 weeks advance notice |
|
Live stream event / Large event (over 200 people) |
Outdoors, Event Halls |
4 weeks advance notice |
|
Checkout equipment training |
All |
2 weeks advance notice |
Events In Technology Enhanced Spaces
Presenters and/or event coordinator should arrive to the space 30 minutes prior to the event to meet with the technician.
15-30 minutes before the event a technician will:
- Check to make sure the projector and/or monitor are operating and set up properly.
- Turn on computer.
- Make sure requested microphones are available and help place microphones.
- Instruct presenters and/or event coordinator on how best to use equipment and facilities.
- Provide information on who to contact or steps for troubleshooting.
Events In Spaces Without Technology
Organizers must arrive at least 90 minutes prior to the event to meet with the technician to verify the equipment set-up and placement.
90 minutes before each event a technician will:
- Set up and check to make sure all equipment is functioning properly.
- Instruct presenters and event coordinator on how best to use equipment.
- Provide information on who to contact or steps for troubleshooting.
Live Stream Event Or Large Event (Over 200 People)
Due to the technical complexity of live streaming or large events there is a cost to set up and operate the equipment. Live streaming requires multiple technicians to operate. Large events require multiple technicians to set the sound system and often require an operator. If you are unsure about the type or level of support your event might need, please submit requests for information @ https://servicedesk.wvm.edu/support/catalog/items/110
The department will review the information and schedule a consultation session to confirm an appropriate support solution for your event. These requests must be submitted at least 4 weeks ahead of the proposed date of the event.
Note: We require budget FOAP to finalize the request for these services
Event Check Out Equipment Training
Educational Technology Services has a pool of portable equipment that can be checked out for events. This is an option if your event is after hours, and you do not want to incur a service charge. If proposing to borrow portable equipment, you are required to schedule a training session at least two weeks prior to the event. The training will go over how to use the check-out equipment. The types of equipment available are below:
- Sound system
- Camera
Event Support (Standard Operating Hours)
The Educational Technology Services department supports event-related needs, such during normal operational hours of the school semester (8:00am – 5:00pm, Monday - Friday).
Events needing after-hours or technical support beyond what is described above should coordinate with the department about the number of hours needed and associated cost for this service. These requests must be submitted at least 2 weeks before the proposed date of the event.
Equipment Cost
Charges for equipment are only applied if Education Technology Services must rent the equipment from an outside rental company. If you are unsure about the type of equipment you might need, please submit requests via this link.
The department will review the information and get back to you for a quick consultation to confirm an appropriate support solution for your event.