Media Services

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• Event Services
  • Policies, Procedures, and Necessary Information
  • Technology Built Into Event Spaces
  • Event Booking Process
  • Equipment Rental Rates
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• Request Forms
  • Media Equipment for Classrooms
  • Event Request Forms
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  • Software Installation Request
  • Message Display Request
  • Performance Release

Policies, Procedures, and Necessary Information

Since there are so many details that need to be covered when planning the technology for an event Technology Media Services asks that you adhere to Simmons policies and procedures that will help facilitate a smooth event.

Deadlines

Early notification for meetings, conferences and special events is essential for a successful presentation. The deadlines for event requests are:

• 7 business days (M-Th) advance notice for a weekday event
• 10 business days (M-Th) notice for weekend or holiday event

These deadlines help us plan with you what technology you need, and how to best allocate our resources so that we may support all of Simmons fairly and evenly.

Late requests

Media Services is responsible for supporting the entire Simmons community. While we do our best to provide you with services, unfortunately there will be times when equipment or staff are not available, or, if your request is late, we may not have time to organize all of the moving pieces in time for your event. In these cases, we may have to deny your request for support or equipment.

Fees
Effective April 30, 2009 (Student Organization fees updated September 2, 2009), Technology will charge:

• $50 ($25 for a Student Organization) for an event request coming in 5 business days (M-Th) before a weekday event,
• $100 ($50 for a Student Organization) for any request coming in 4 business days (M-Th) or fewer before a weekday event; or 8 business days (M-Th) or fewer for an event request for a weekend or holiday

These fees are intended to encourage organizers to make requests on time so that Media Services can provide the best support possible. If we are unable to fulfill the late request (see section above), no fee will be charged. If you learn that the room already has the technology you need and choose to support the event yourself, there will be no fee.

Key Policy & Procedures

If your event occurs outside of Media Service staff hours and/or takes place in the LKP Conference Center, Alumnae Hall, Java City, the Fens, C101, or C103 under certain circumstances, Media Services may be able to check out an equipment key to the event contact. By checking out the key, this person assumes full responsibility for setting up, operating, striking, and securing the equipment in a locked podium and/or cabinet. Only Simmons faculty, staff and student representatives of student organizations, who have been trained accordingly will be allowed to checkout a key. Fees will be charged to the department or student organization responsible for any of the following infractions:

• Equipment that is not put away properly - $50
• Equipment that is damaged or stolen due to misuse or neglect - Charge dependent on the repair or replacement value
• Failure to notify Media Services of missing or broken equipment by noon the next day - $20
• Failure to return the key to designated drop box by 8 am the next day - $20

For more information about Key Policy and Procedures, please contact a Media Services Event Coordinator.

Contact person

Please designate one contact person for your event. This person will be responsible for coordinating equipment needs and changes with the Media Events Specialist. This person will also act as the liaison between the Media Events Specialist and any guests or panelists from your event that have technology requirements. The event contact or person designated by the event contact must attend the event and/or be present at the predetermined set/start time.

If a guest is planning on giving a power point presentation or showing a video tape or DVD, we ask that the materials be sent to the contact person, who will then send it to the Media Events Specialist at least three (3) business days (M-Th) before the event is to occur. The materials will then be loaded onto, and tested on, the computer(s) or VCR/DVD that will be used during the event.

Some common difficulties include:

• Running embedded video clips in Power Point
• Font incompatibility
• The use of non-Simmons supported software
• Macrovision incompatibility
• PC/Mac conversion issues

The contact person will be responsible for arriving at the event at least 15 minutes ahead of time to answer any questions about the media set-up.

We ask that you be able to provide Media Services with a rough count of guests that will be attending your event. This will help us determine the type of equipment that will best suit your needs. This is of particular importance if you are requesting a teleconference.

Please always specify if you will need a PC or a MAC when asking for a laptop.

Media Services understands that last minute changes to an event's needs are unavoidable. When last minute changes are needed you must alert the Event Specialist as soon as possible; as noted above, unfortunately we cannot guarantee that we can accommodate last minute changes.

All non-sponsored, outside groups will be charged for rental of Simmons College equipment and support. For more information about whether or not you or your group fall into this category please call the Events Specialist at 617-521-2765.

» View a complete pricing list

For podiums, easels or flip charts contact Conferences and Special Events at 617-521-2158.

» Submit an Event Request