A/V Policy

Information Technology & Services

Audiovisual Setup/Reservation Guidelines

Audiovisual Equipment Only Reservation

  • A member of the faculty (including adjunct faculty) or staff must submit the request.  Student organizations should have their advisor submit the request.  A faculty or staff member must sponsor any other groups wanting to make reservations.
  • Audiovisual equipment is available by advance reservation on a first come, first serve basis.  IT&S has a limited amount of equipment and cannot guarantee availability of equipment.
  • Requests submitted less than 24 hours prior to reservation may result in delayed equipment release.
  • Requestor is responsible for any damages to the equipment and will be responsible for any cost to repair or replace them.
  • A late return fee of $100.00 will be charged if the equipment is not returned by the agreed upon time.

On Campus – Audiovisual Setup

  • A member of the faculty (including adjunct faculty) or staff must submit the request.  Student organizations should have their advisor submit the request.  A faculty or staff member must sponsor any other groups wanting to make reservations.
  • Audiovisual equipment is available by advance reservation on a first come, first serve basis.  IT&S has a limited amount of equipment and cannot guarantee availability of equipment.
  • Requestor is responsible for any damages to the equipment and will be responsible for any cost to repair or replace them.
  • All requests must be submitted 7 days prior to the event date.
    • Any request made with less than seven days advance notice will be accommodated if possible, but it will be dependent on the availability of IT&S staff.  Any request that is honored is subject to $100 late reservation fee.
  • Requests requiring facilities setup as well as audiovisual setup must go through facilities.  When submitting request to facilities there is a section you must click requesting audiovisual setup.  Please indicate what type of equipment you will need.  Client Services will receive an automatic notification if the section is selected.
  • Requests requiring only audiovisual setups should be submitted directly to helpdesk@chaminade.edu with the requestors’ name, requestors contact information, time of event, location of event and equipment needed.
  • Requests for setups in rooms on campus but not managed by Chaminade University (such as Mystical Rose) may require additional coordination and time.
  • If the event is in the Clarence TC Ching Conference Center located in Eiben Hall (must submit to Facilities) the following options are available:
    • Entire event occurs during Client Service business hours – Audiovisual equipment will be set up and broken down by Client Services staff.  Equipment assistance and problem resolution during event is available by calling Client Services at (808) 735-4855.  Staff standing by for support is available only by advanced reservation.
    • Event starts during Client Services business hours and ends after closing – Audiovisual equipment will be set up by Client Services staff and breakdown will be the responsibility of the requestor.  Breakdown would consist of leaving all audiovisual equipment in the conference center and making sure the room is locked prior to leaving. Equipment assistance and problem resolution is available only during business hours by calling Client Services at (808) 735-4855.  Staff standing by for support during Client Service business hours is available only by advanced reservation.  Technician services fees are $50.00 per hour with a one-hour minimum during non-business hours (including weekend and holiday events) if required.
    • Event starts before Client Services business hours and ends during regular business hours – Audiovisual equipment will be set up by Client Services staff at the end of business hours the day before.  If you need assistance on how to work the equipment prior to your event, we can schedule a time to meet prior to the event.  You will need to coordinate with Facilities to ensure room availability for testing (If there is another event prior to yours, adjustment will have to be discussed).  Breakdown will be done by Client Services staff.  Equipment assistance and problem resolution is available only during business hours by calling Client Services at (808) 735-4855.  Staff standing by for support during Client Service business hours is available only by advanced reservation.  Technician services fees are $50.00 per hour with a one-hour minimum during non-business hours (including weekend and holiday events) if required.
    • Entire event falls outside of Client Service business hours – Audiovisual equipment will be set up by Client Services staff at the end of business hours the day before and breakdown will be the responsibility of the requestor.  Breakdown would consist of leaving all audiovisual equipment in the conference center and making sure the room is locked prior to leaving.  If you need assistance on how to work the equipment prior to your event, we can schedule a time to meet prior to the event.  You will need to coordinate with Facilities to ensure room availability for testing (If there is another event prior to yours, adjustment will have to be discussed).  Technician services fees are $50.00 per hour with a one-hour minimum during non-business hours (including weekend and holiday events) if required.
  • For all other locations on campus the following options are available:
    • Large Public Address System
      • Entire event occurs during Client Service business hours – Audiovisual equipment will be set up and broken down by Client Services staff.  Equipment assistance and problem resolution during event is available by calling Client Services at (808) 735-4855.  Staff standing by for support is available only by advanced reservation.
      • The Large Public Address System will require a Client Services staff member to be available for set up, stand by support, and breakdown of equipment.  Therefore any time outside of Client Services business hours will be subject to technician services fees of $50.00 per hour with a one-hour minimum.
    • All other Equipment
      • Entire event occurs during Client Service business hours – Audiovisual equipment will be set up and broken down by Client Services staff.  Equipment assistance and problem resolution during event is available by calling Client Services at (808) 735-4855.  Staff standing by for support is available only by advanced reservation.
      • Event starts during Client Services business hours and ends after closing – Audiovisual equipment will be set up by Client Services staff and breakdown will be the responsibility of the requestor.  Breakdown would consist of packing up and storing the equipment until its return.  Arrangements will be made on time and date on which the equipment will be returned.  If the equipment is not returned by agreed upon time, a late return fee of $100.00 may be assessed. Equipment assistance and problem resolution is available only during business hours by calling Client Services at (808) 735-4855.  Staff standing by for support during Client Service business hours is available only by advanced reservation.  Technician services fees are $50.00 per hour with a one-hour minimum during non-business hours (including weekend and holiday events) if required.
      • Event starts before Client Services business hours and ends during regular business hours – Will be treated like an Audio Visual equipment reservation.  If you need assistance on how to work the equipment prior to your event, we can schedule a time to meet prior to the event.  Arrangements will be made on time and date on which the equipment will be returned.  If the equipment is not returned by agreed upon time, a late return fee of $100.00 may be assessed. Equipment assistance and problem resolution is available only during business hours by calling Client Services at (808) 735-4855.  Staff standing by for support during Client Service business hours is available only by advanced reservation.  Technician services fees are $50.00 per hour with a one-hour minimum during non-business hours (including weekend and holiday events) if required.
      • Entire event falls outside of Client Service business hours – Will be treated like an Audio Visual equipment reservation.  If you need assistance on how to work the equipment prior to your event, we can schedule a time to meet prior to the event.  Arrangements will be made on time and date on which the equipment will be returned.  If the equipment is not returned by agreed upon time, a late return fee of $100.00 may be assessed.  Technician services fees are $50.00 per hour with a one-hour minimum during non-business hours (including weekend and holiday events) if required.

Off Campus – Audiovisual Setup

  • A member of the faculty (including adjunct faculty) or staff must submit the request.  Student organizations should have their advisor submit the request.  A faculty or staff member must sponsor any other groups wanting to make reservations.
  • Audiovisual equipment is available by advance reservation on a first come, first serve basis.  IT&S has a limited amount of equipment and cannot guarantee availability of equipment.
  • Requestor is responsible for any damages to the equipment and will be responsible for any cost to repair or replace them.
  • All requests must be submitted 7 days prior to the event date.  Please keep in mind that:
    • Off campus audiovisual setup requests should be submitted directly to helpdesk@chaminade.edu with the requestors’ name, requestors contact information, time of event, location of event and equipment needed.
    • Any request made with less than 7 days advance notice will be accommodated if possible, but it will be dependent on the availability of IT&S staff.  Any request that is honored is subject to $150 fee.
    • If the requestor elects to take down the equipment and return themselves, a late return fee of $100.00 will be charged if not returned by the agreed upon time.
    • Technician services fees are $50.00 per hour with a one-hour minimum.  Travel time to and from the offsite location will be charged at the same rate.
    • Cancellations of technician services with less than seven days advance notice are subject to an additional $100.00 fee.
    • The fees are waived in cases where IT&S staff members already have to be at the event (e.g. the annual staff retreat, the annual PLC retreat, etc.)

 

FEE SCHEDULE

Description Fees
For Audiovisual Equipment Reservations
Late Return Fee $100.00
ON Campus – Audiovisual Setup
Late Reservation Fee (less than 7 day notice) $100.00
Late Return Fee $100.00
Technician Services (Business Hours) FREE
Technician Services (Non-Business Hours) $50.00 per hour
OFF Campus – Audiovisual Setup
Late Reservation Fee (less than 7 day notice) $150.00
Late Return Fee $100.00
Technician Services $50.00 per hour
Cancellation of Technician Services (less than 7 day notice) $100.00

 

Note: All fees will be discussed with the requestor. A Client Services staff will email the requestor for a departmental budget account number. Before the event is placed on the schedule, the budget manager must reply to the email to approve the fee charges.

AVAILABLE AUDIOVISUAL EQUIPMENT

(*equipment is subject to change)

Projector Set

-Laptop

-Laptop Power Cable

-Projector

-Projector Power Cable

-Speakers

-Speaker Power Cable

-Surge Strip

-Clicker

-3.5mm to RCA Cable

-Ethernet

-VGA Cord

-DVI to VGA Converter Cable

Large Public Address System

-Amplifier/Mixer

-Amplifier/Mixer power cable

-2 Speakers

-XLR Cords for speakers and microphone

-2 Microphones (corded)

-Extension Cord

-Power Strip

-3.5mm to RCA cable

Mobile Sound System

-2 Wireless microphones

-3.5mm to RCA cable

-Extension Cord

-Mobile Sound System Power Cord