University Events with Technology Supported by ITS

ITS's Learning Environments and Media Production (LEMP) department supports SU's technology classrooms, university computing labs, classroom equipment loan, academic media production, and academic events. 

The intention of this document is to clarify the role of LEMP in supporting events and to identify support limitations related to facility, staff, or equipment resources. Technical support for events is a fee-based service  and ise limited to those sponsored by the University administrative and academic departments. LEMP's priority is focused on Academic Events and Classes.

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 role (in regards to 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 LEMP does not provide video streaming support or services for events. 

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.

Disclaimer

The Third Party Content provided here is obtained from sources believed to be reliable and no guarantees are made by Syracuse University, ITS or the providers of the Third Party Content as to its accuracy, completeness and utility. Usage of this product is completely at your own risk.

Lead Time and Requesting Support

Two weeks or more preferred.  Events are supported at the discretion of LEMP based on availability. Adequate lead time is necessary to provide quality technical support services. One hour is the minimum set up time required for  events. 

To request support, please fill out the request form on the LEMP Event Form webpage. If you have a question regarding your event's technology needs, please contact the ITS help desk at 443-2677.

Charges

Please note that to provide Event Support,  LEMP will need a Chartstring or ID from the sponsoring faculty/staff member or department before the events happening. Please note that LEMP is unable to accept fund "13" chartstrings as payment. Chartstring/IDs can be provided via email communication with the LEMP events team or through mail (Room 112 Lyman Hall, 100 College Place, Syracuse, NY 13244).

Our charges are as follows:

Equipment Fees: 

• Projector/Monitor Display - $100/flat/each 
• PA System–$150/each
  • (includes 2 speakers, 4 mics, and 1 mixer)
• CART system-$250
  • (includes 2 laptops, and 1 display)
• Podium-$30
• Presentation Remote- $10
• Webinar Access-$60/per use
• HD Video Camera, and Media/Encoding-$100/flat/each

(Equipment fees are based on 24 hour periods)

Staffing:

• *Full-Time Employee- $45/hr
• *Student Employee Rate- $15/hr

*( Please note that there is an additional minimum 1hr staffing charge for setting up/breaking down equipment. Students are primarily used for video capture, and are used at our discretion)

Events Frequently Asked Questions

Q. What is so special about LEMP Academic Event Support?

A. The amount of technical expertise needed to plan and implement the event requirements put this type of service in a different category beyond the regular use of classroom technologies.

Q. How can one request event support from LEMP?

A. Requests can be made by filling out the request form on the Learning Environment and Media Production site.

Q. Where can Event Support services take place?

A. Normally inside Auditoriums, Classrooms, Large meeting places such as Hendricks Chapel, and open lobby areas. We currently only support events on main campus. Some occur outdoors where we have limited involvement. In this case, we outsource to a vendor to provide services.

Q. What services do you provide for my event?

A. We provide consulting to determine your requirements and what we can provide. Equipment and operational services for audio engineering, CART, video recording, and presentation displays are provided. 

Q. Do you provide staging and theatrical lighting services?

A. No, we will consult and outsource for those services.

Q. Will LEMP Event Support service regular classes?

A. LEMP Event Support can be engaged for classes. In some cases, classes may have a need for additional unique technology.

Q. Can student groups take advantage of special events services?

A. Typically no, but when a student group is associated with a major university event sponsored by an academic department exceptions can be made.

Planning Guide, questions we like to ask

 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 Communication Access Real-time Translation (CART) may require more information about the event and can require more lead time to process
• Chart String or ID to bill for services
• Presentation Files that will be projected or displayed

Equipment Request Prompts

Audio

• Portable PA or House System
• Podium and Microphone
• Panel Microphones (how many)
• Wireless (Lavaliere) microphones (how many)
• Question and answer Microphones
• Projection Display with screen or Large Monitor?

Video

• Video Recording
• DVD playback

Presentation Needs

• Laptop, Tablet presentation,  (Mac or PC) (Audio?)  (Internet Access?)
• Presentation Software? PowerPoint, Keynote, PDF, QuickTime, Windows Media
• Laser Pointer or PowerPoint slide remote

Technical Support

• Audio Engineer
• Audio Visual technician
• Just help setting up and striking equipment

Learning Environments and Media Production contacts:

Andrew Wowelko - 443-5661 (primary LE  Events contact)

Steven Lobello - 443-5661 (primary LE  Events contact)

Rob Sharpe- 443-5661 (LE Events contact and Tan Aud primary contact)

Mike O'Mara- 443-3788 (Director, Learning Environments and Media Production)

ITS special events service examples

• Consulting and event planning (relevant to AV needs)
• Technical referral service
• Coordination of equipment and technical assistance provided by outside vendors if outsourcing for equipment and/or technical assistance is required
• Provide public address systems, audiovisual equipment, and computer/video projection systems to the university community for special events
• Technical assistance to operate equipment/systems
• Auditoria and venue public address system operation
• Conference support
• Disability technical consulting

Sources and Relevant Links

Disabilities Cultural Center  http://sudcc.syr.edu/

Information Technology and Services http://its.syr.edu/index.html

Learning Environments and Technology Services http://lemp.syr.edu/

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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