Topic Overview

ITS's Learning Environments and Media Production (LEMP) department supports SU's technology classrooms, university computing labs, loaner instructional classroom equipment loan, satellite and videoconferencing telecommunications, and special events. For obvious reasons, classroom and lab support are the highest priorities for LEMP. Technical support of special events sponsored by the University administrative and academic departments, SU faculty and staff is a relatively new LEMP fee-based service (see list of ITS special events service examples at the end of this document).

Prior to 2002, campus support for academically related events was a shared responsibility between Event Productions (EP) and Classroom Presentation Services (CPS, now Learning Environments)). In 2002 EP became Event and Technical Services and began to concentrate almost entirely on student sponsored events taking place within the Schine Student Center. The intention of this document is to clarify the role of LEMP in supporting special events and to identify support limitations related to facility, staff, or equipment resources.

There are many events for which LEMP simply does not have adequate equipment or staff resources to support. In those instances, LEMP staff may be available to act in a consulting or even a brokerage role in terms of communicating event requirements and facility information to commercial service providers. Some companies with which LEMP has worked successfully with in the past are listed in the Outsourcing section below.

Please note that the in and out of scope sections below are Please review the sections below as guidelines to assist event planners in working with LEMP and/or commercial service providers. LEMP will be as flexible as resources allow in working with these guidelines. Out of scope requests require the approval of the ITS director of LEMP.

Lead Time

Adequate lead time is necessary to provide quality special events technical support services. Two weeks is the minimum lead time required by LEMP to plan support of a simple special event (e.g. scheduling an operator for an existing in-house system). A minimum of one month lead time is required for more complicated events, such as those requiring delivery and set up of audio, computer, or video systems. One hour is the minimum set up time required for simple events. Some events, such as the 2006 Al Gore presentation require much more lead and set up time.

In Scope

• Requests with sufficient lead time and set up time
• Events for which there are adequate LEMP staff and equipment resources to properly support
• Syracuse University events
• Academic or academic-related events
• On campus events and events on University property
• Events during office hours (After hours support depends on staff availability)
• Special Events sponsored by SU faculty and staff

Out of Scope

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• Multiple day conferences
• Conferences requiring more than two technical support staff

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Planning Guide

 Essential Information

• Event Name, Location, Organizer (contact), Phone and Email
• Brief description of the event
• Event date, with actual start and end times,(setup times will vary depending on requests, room availability, a 1 hour minimum setup time should be planned for)
• Technology needed (see equipment request tips below)
• Requests for Disability services such as Computer Assisted Realtime Translation (CART) or ASL interpreters require more information about the event and can require more lead time to process

Equipment Request Tips

Outsourcing

When requested support of special events is out of scope or beyond LEMP's ability to support, there are a number of commercial service providers that may be used. Some examples follow:

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Learning Environments:
David Williams - 443-5659 (primary LE contact)
Ray Dow Mike O'Mara- 443-40023788
David Tiedemann Donal Little - 443-18141849
Two other units of LEMP may be able to provide media production support for special events:
Photo & Imaging Center, Steve Sartori - 443-1832
Video Production Unit, Neal Coffey - 443-5644

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