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Overview


While the Upper Gwinn and DH 150 event spaces on campus are designed to be self-service, CIS offers support in these spaces in case it is needed. AV Event Support is also available for events at other on-campus locations.

AV Event Support is not available in the main gym of Royal Brougham Pavilion, First Free Methodist and the FFMC Fine Center.

For events gym space at Royal Brougham Pavilion, contact Amy Foster at flikka@spu.edu or Adam Finch at acfinch@spu.edu.
For events at First Free Methodist & FFMC Fine Center, contact Ron Haight at rhaight@spu.edu.

Support from CIS is not available for equipment rented from ASSP. Contact ASSP at assp-media@spu.edu for support.

Support from CIS is available for the Hendricks Falcon Club in Royal Brougham Pavilion.

On-Site AV Event Support Information


A trained AV Technician can be hired to provide on-site support for an event. The technician will consult with the event coordinator to ensure that all audio-visual considerations have been met. The technician will provide set-up assistance prior to the start of the event and they will stay on-site to provide immediate support as needed throughout the event. 

AV Support Technicians can be hired at a rate of $40/hr and is billed in 30 minute increments. On-site support must be hired for a minimum of 1 hour (additional details below).

A request to hire an AV Support Technician must be placed at least 2 weeks prior to the event.

Request an AV Technician

Log into   Web Help Desk (http://whd.spu.edu)

  1. Change the Request Type to Classrooms & Events > On-Site AV Event Support
  2. Fill out event details:
    1. Budget ID/Fund and Organization
    2. Location
    3. Event Date & Time
    4. Duration of the event
    5. Equipment needed

Support Policies


To provide the best possible support for your event, we have established the following policies regarding AV Event Support:

  1. Support is subject to technician availability. Technicians are not guaranteed to be available, but we make every effort to find a technician for a requested event.
  2. To ensure a smooth support experience the following guidelines must be followed when hiring a technician: 

    • If the event is longer than 4 hours the technician must be hired for the duration of the entire event.

    • Technicians must be hired for a minimum of one hour.

    • Technicians must be hired for continuous support – gaps in scheduling are not permitted.

    • The requested support should begin at least 30 minutes before the event to provide sufficient setup time to the technician.
  3. Room Reservations
    • Rooms may be reserved using EMS (roomfinder.spu.edu) or via Conference Services at (206) 281-2187.
  4. Upper Gwinn
  5. Prior to the Event
    • Video and rich media content must be provided to CIS in advance of the event.  Compatibility cannot be guaranteed without advanced access being provided to CIS.
    • Provide a list of electronics that need to be connected to CIS systems to ensure appropriate adapters and cables are prepared in advance.
  6. During the Event
    • AV Event Technicians have the primary responsibility of managing our audio-visual system to ensure events go smoothly. This includes troubleshooting AV issues and watching the event, actively make adjustments to the audio-visual system to prevent issues. 
    • AV Event Technicians should not be hired to run the event proceedings. This includes running a slide show, queuing videos, or signaling changes to event participants. These activities may take attention from the audio-visual system and cannot be part of a hired AV Technician's responsibilities during an event. 

Complimentary 15-Minute AV Setup Support Information


Setup assistance for an event can be requested through the HelpDesk. If available, a technician will provide assistance in setting up AV elements for an event prior to the start of that event. A request for complimentary setup support must be placed at least 1 week prior to the event.

Request Complimentary AV Setup

  1. Log into   Web Help Desk (http://whd.spu.edu)
  2. Change the Request Type to Classrooms & Events > Complimentary 15-Minute AV Setup
  3. Fill out event details:
    1. Location
    2. Event Date & Time
    3. Duration of the event

Support Policies

To provide the best possible support for your event, we have established the following policies regarding AV Event Support.

  • Complimentary 15-Minute AV Setup Support is subject to CIS HelpDesk office hours. 
    • The HelpDesk is open M-F 7:30am - 5:00pm. 
    • During the school year extended support hours of Monday - Friday 5:00pm - 9:00pm, and Sat 9:00am - 1:00pm are available.
  • Support is subject to technician availability. With ample notice, we make every effort to find a technician for a requested event.

Emergency AV Event Support


In the event of an emergency during an event on campus, the CIS HelpDesk can and should be contacted to provide assistance.

  • Within office hours, the HelpDesk should be contacted by phone at (206) 281-2982.
  • Outside office hours, the Office of Safety & Security should be contacted by phone at (206) 281-2922.


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