A/V Policy

 

Information Technology & Services

Audiovisual Setup/Reservation Guidelines

Audio Visual Equipment – LOAN

*equipment is subject to change

Projector Set (Laptop, Projector, Desktop Speakers) and Portable Public Address System (2 Wireless Microphones)

  • Audio Visual equipment is available by advance reservation on a first come, first serve basis. Client Services has a limited amount of equipment and cannot guarantee availability of equipment.
  • A faculty (including adjunct faculty) or staff member must submit the request. Student organizations should have their advisor submit the request.  A faculty or staff member must sponsor any other group requesting Audio Visual Equipment loan.
  • Any request submitted with less than 24 hours’ notice may result in delayed equipment release.
  • A late return fee of $100.00 will be charged if the equipment is not returned by the agreed upon time.
  • All request must be submitted via email to [email protected] with the following information:
    • Pick up date and time
    • Return date and time
    • Budget Account Number
    • Budget manager approval to charge the provided account number for the cost of any damages to the equipment and any late fees if applicable.

Audio Visual Setup

  • Audio Visual equipment setup is available by advance reservation on a first come, first serve basis. Client Services has a limited amount of equipment and cannot guarantee availability of equipment.
  • A faculty (including adjunct faculty) or staff member must submit the request. Student organizations should have their advisor submit the request.  A faculty or staff member must sponsor any other group requesting Audio Visual equipment setup.
  • Any request submitted with less than 7 working days’ notice are not guaranteed, but every attempt will be made to accommodate set up. Any request that is honored is subject to a $100.00 fee
  • Any cancellations made with less than 7 working days’ notice may be subject to a $100.00 cancellation fee.
  • Allotted setup and breakdown time
    • 1 hour is added prior to the event start time for setup and 1 hour is added to the end of event for breakdown for the Large Public Address System
    • ½ hour is added prior to the event start time for setup and ½ hour is added to the end of event for breakdown for all others.
    • Request for setups in rooms on property but not manage by Chaminade University (example: Mystical Rose, Ho’okipa Room, etc) may require additional coordination and time.
  • Event that fall in part or entirely outside the hours of 8:30am – 6:00pm, Monday thru Friday with the addition of setup time allotment, may incur additional staff charges ($50.00/hour) and are subject to staff availability.
  • Request requiring Facilities scheduling/setup as well as Audio Visual setup must go through Facilities.
    • When submitting request through Facilities there is a section you must click requesting Audio Visual setup.
    • Please indicate what type of equipment you will need. Client Services will receive an automated notification 21 day prior to the event if section is selected.
  • Request require only Audio Visual setups should be submitted directly to [email protected] with the following information:
    • Contact Information (phone number and email address)
    • Actual Start Time of Event
    • Actual End Time of Event
    • Location
    • Equipment needed.

Request AV Setup: https://webforms.chaminade.edu/av_request/

Fee Schedule

Description Fees
For Audio Visual Equipment Loan
Late Return Fee $100.00
Audio Visual Setup
Late Fee (less than 7 day notice) $100.00
Falls in part or entirely outside the hours of 8:30am – 6:00pm Mon thru Fri $50.00 per hour
Cancellation of Technican 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 DETAILS

(*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 listed speakers and microphone
  • 2 Microphones (corded)
  • Extension Cord (dedicated for listed equipment)
  • Power Strip (dedicated for listed equipment)
  • 3.5mm to RCA cable

Mobile Sound System

  • 2 Wireless microphones
  • 3.5mm to RCA cable
  • Extension Cord
  • Mobile Sound System Power Cord