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Purpose: This article outlines the rates, policies, and service delivery details for Special Events audiovisual support provided by the University System of New Hampshire (USNH) ET&S Learning Space Technologies (LST) group.
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| Intended Audience: Community members requesting audiovisual support for a special event |
| Environment: University System of New Hampshire |
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Scope of Article: This article provides an overview of rates, policies, and service delivery details related to Special Events audiovisual support provided by ET&S Learning Space Technologies.
If your event requires sound reinforcement, video support, hybrid conferencing, livestreaming, or presentation support, please continue reading or submit a support request.
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Content
What is a Special Event?
Special events across USNH campuses include ceremonies, presentations, panels, performances, and live or streamed events. The audio/visual support needs for these events and ceremonies vary widely and may include:
- Needs assessment
- Audiovisual system design
- Equipment delivery and setup
- Event execution and operation
- Strike/removal of equipment
- Repair and refresh of systems
- Sound reinforcement
- Video reinforcement
- Livestreaming
- Web conferencing
These audio/visual support services help audiences more easily see and hear presentations, panel discussions, ceremonies, performances, and other events.
The ET&S Learning Space Technologies (LST) team understands the importance of well-executed events in advancing the missions of USNH institutions, delivering important messages, entertaining audiences, and honoring achievement.
LST technicians serve dual roles and may, at times, need to prioritize classroom technology support. Demand for events may exceed available staffing or equipment resources. When necessary, LST may coordinate support through independent audiovisual contractors who have been vetted by Learning Space Technologies. LST staff will manage the coordination and scheduling of these contractors.
Special Event Policy
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Event Type
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Monday–Friday
8:00 a.m. – 5:00 p.m.
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Outside Normal Business Hours
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Notes
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Internal Events / Academic Ceremonies
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No charge for equipment or labor*
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$25/hour labor charge (4-hour minimum); no charge for equipment*
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External Client Events
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Charges apply
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Charges apply
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Pricing based on LST rates and availability; otherwise, customers are responsible for audiovisual contractor costs
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*LST has a limited inventory of equipment and limited staffing resources. Once those resources have been fully allocated on a first-come, first-served basis, LST will coordinate external support. Clients will be responsible for paying vendor charges directly at prevailing rates.
Internal Events
An internal USNH event is intended primarily for faculty, staff, students, parents, or prospective students of USNH institutions.
ET&S resources and technicians are prioritized to support internal events. Campus-specific sponsorship policies may apply. Event requestors (organizations, departments, corporations, or nonprofits) must complete a Special Event Support Request Form
USNH ET&S Learning Space Technologies staff will work collaboratively with customers and contractors to execute events within the constraints of budget, schedule, and quality.
- Internal events that begin and end during normal business hours (8:00 a.m.–5:00 p.m.) incur no cost.
- Events occurring outside normal business hours incur labor charges according to the approved internal rate schedule.
- The current approved labor rate is $25 per hour with a four-hour minimum.
- A Purchase Order must be on file with ET&S prior to the execution of the event.
In general, Special Event Support is not provided for regularly scheduled classes. However, classes requiring support beyond installed classroom technology (for example, a live panel discussion in a large venue or events requiring multiple displays) may be supported at the discretion of LST staff.
- Classroom recording should generally be completed using self-service technologies such as Kaltura or Zoom, or through loaned equipment when available. ET&S Learning Space Technologies is not staffed to provide routine classroom videography services.
Audio and video recording of events requires additional technical expertise. Camera operator labor and recording services therefore may require external contractor support and associated charges.
Early planning is strongly encouraged. The earlier a Special Event Support request is submitted, the greater the likelihood equipment and staffing can be secured. Requests submitted fewer than 72 hours before an event will be handled on a best-effort basis and may result in increased costs or reduced availability of labor and equipment.
LST has a limited inventory of equipment and limited staffing resources. Once those resources have been fully allocated on a first-come, first-served basis, LST will coordinate external support. Clients will be responsible for paying vendor charges directly at prevailing rates.
External Client Events
External audiovisual vendor charges will apply. USNH LST will assist in coordinating services and negotiating logistics with vendors when appropriate.
Requesting Special Event Technical Support
To request Special Event audiovisual support or if you have questions about this service, please submit a USNH Special Events Support Request