Event Support

Audio visual support and video recording is available for events like lectures, performances, job candidate talks, conferences, film-screenings, panel discussions, debates and special events. Services are provided mostly by student workers and may be subject to a fee (which covers student wages). The service includes providing and setting up needed equipment such as projectors, screens, microphones, speakers, mixing boards. In addition, our techs are available to set up and break down events, as well as to stay for their duration to ensure that your event runs smoothly.

Event Support Fees for 2019-20

If you want audio or video recording for internal or archival use, you may make that request when you reserve a room through Room Request located in your WesPortal. Requests must be made at least 5 business days before the event. For video recording that is not associated with a room reservation, please contact Steve Alvarez at salvarez01@wesleyan.edu to make the request.


Event Support Request Process and Policy

  1. We strictly enforce a 5 business days advance request period, so if you need setup or event assistance, please request it through Room Request as early as you can. You must request support even for setup assistance (e.g., setting up microphones). Please send all questions regarding Room Request to events@wesleyan.edu.    
  2. Since we need to limit the number of events we support, even an early request is no guarantee that your event will be supported.  We will get back to you as soon as possible to confirm or deny support coverage of your event.  
  3. Our business hours will be held to 7:30 am-11 pm. Our student staff will not be asked to stay beyond 11 pm. If your event ends after 11 pm, it will be incumbent on you to lock up the equipment so that ITS can return in the morning to retrieve it.
  4. Staff (students or full-time) will not respond to support calls after 11 pm, nor will full-time staff answer the IMS/Classroom support line after 11 pm or come to campus after fpm.
  5. In the event of cancellation with less than 72 hours notice, we will charge the requestor any labor fees. Events cancelled with less than 24 hours will result in a charge for labor fees and 50% of the actual costs.