ITS has staff and resources available to assist with technical needs of most on-campus events.
The ITS event support team provides group and one-on-one consultations regarding the use and selection of appropriate AV equipment, including assistance sourcing technology in capital projects.
For events, we encourage such a consultation early in the planning process and prior to reserving space, as the consultation may provide valuable information informing your selection of space, format, and resources. To schedule a consultation, contact the ITS Service Desk.
Timing: Advance notice of at least five business days is required.
Description: IT professional or student staff are available to capture a video/audio recording of most University events.
Restrictions: Guests will be required to sign a waiver providing the University with permission to record and retain the recording indefinitely. Speakers and presenters must agree to the conditions of the Colgate University Copyright Release for Speakers and Presenters and complete the form in advance of recording.
Timing: Advance notice of at least 14 business days is required.
Description: IT staff are available to stream video of high-profile events at the university live online. Significant coordination is required for these events, so please submit requests with as much notice as possible.
Restrictions: When requesting live streaming of an event, please also notify the Office of Communications about the event as well. Speakers and presenters must agree to the conditions of the Colgate University Copyright Release for Speakers and Presenters and complete the form in advance of recording.
Timing: Advance notice of five business days is required.
Description: IT staff is available to set up and calibrate microphones and speakers for events requiring more sound than a typical classroom provides. This level of support is typically appropriate for smaller events of fewer than 30 participants.
Restrictions: This service is limited to the setup and removal of sound equipment. See live sound support below for larger gatherings (30+ participants).
Timing: Advance notice of 14 business days is required.
Description: ITS is capable of providing live sound support for special events that mix multiple microphones and sources, including the setup and removal of equipment. Note that some locations on campus already provide significant sound mixing capabilities. Significant coordination is required for these events, so please submit requests with as much notice as possible.
Restrictions: A work order with the Facilities Department may be required for the movement of equipment (including podiums) and for installations. The cost of such work orders is the responsibility of the requestor. Learn more about submitting facilities work orders.
Timing: Advance notice of three business days is required
Description: ITS can assist with the setup of web-based conferencing for small groups, including audio/video communication and screen-sharing functionality. The ITS Service Desk will provide:
- A Blue Jeans link (to copy and paste into a modern web browser) to share with conference participants.
- Assistance with the setup of a webcam and USB microphone in a classroom or event space, if needed.
Limited Skype support is available if preferred.
Restrictions: Web conferencing support is ideal for small groups and meetings. See our video conferencing below for information about support for video conferencing and streaming support for events of a larger scale.
Timing: Advance notice of 5 business days is required.
Description: Support for advanced video conferencing includes the the use of a Cisco C40 or C20 CODEC in select locations. An IP address is normally provided by the host party to connect to a video conferencing service. Significant coordination is required, so ITS requests as much advance notice as possible.
Description: ITS provides hardware support for new and existing digital signage installations.
Restrictions: Please consult with the Office of Communications prior to requesting a new digital sign in your area.
ITS makes every effort to accommodate event requests and to ensure positive outcomes. Please bear in mind that event staff and equipment are finite resources. It is therefore critical that you provide as much information about your needs as possible, as early as possible. ITS services may be fully booked weeks or even months in advance.
Direct all requests through the ITS Service Desk.
Be prepared to provide:
- Start and end date
- Start and end time
- Services required
- Number of attendees
- Number of speakers
- Location (unless you are requesting a consultation on this topic)
- Presentation materials (PowerPoint, website, etc.)
Policies and Restrictions
After Hours Support
Limited after-hours support is available. However, prior to 8:00 a.m. and after 5:30 p.m. ITS cannot guarantee staff availability to support events or classroom activities. Training and equipment loans are available to supplement any scheduling and resource challenges.
Canceling Events and No-Shows
Successful events require planning and resource management. If you need to cancel an event, we ask that you call or email the ITS Service Desk within 24 hours of an event.
Failure to cancel an event jeopardizes resource availability for other potential events. Frequent no-shows result in limited support availability for other events.
Ask for Help
If you are unable to find the information you need in the documentation available online, the ITS Service Desk is available to assist.