Event Support (Audio/Visual)

Audience: Faculty, Staff, IT, External

Overview 

ACCC provides equipment rental and technician support for multimedia needs at events. Equipment and service reservations are available for academic courses and special events.  Equipment can be rented and picked up from a designated location, or technician support can be included and equipment will be delivered, setup, monitored through the event, and taken down at the end of the event.  Any request that is not directly related to a CRN-based course is subject to rental and labor fees.

Features 

Below is a list of some of the equipment available for reservation:

  • Apple Display Adapter
  • BluRay Player
  • Boombox
  • Camcorder
  • Digital Projector (Large Venue)
  • Digital Projector (Portable)
  • DVD Player (Multiregion)
  • DVD/VCR Combo
  • Laptop (PC)
  • Microphone (Wired Handheld)
  • Microphone (USB)
  • Microphone (Wireless Handheld or Lapel)
  • Projection Screen (6ft or 8ft)
  • Tripod
  • USB Headset
  • USB Webcam
  • Wireless Presenter

ACCC technicians can also provide audio and video recording services for events, for an hourly labor fee.

Requirements 

We require a 48-hour notice for equipment and service reservations. For late orders, please call our office and we will accommodate the request if possible.

  • Technician support for events scheduled after 4 PM on weekdays requires a 3-hour minimum labor charge.
  • Technician support for events scheduled on weekends requires a 4-hour minimum labor charge.
  • A minimum of one hour must be allowed prior to the start of an event, for the technician to set up requested equipment. If time is not allotted, the event's start time may be delayed.
  • Equipment rentals that extend beyond our normal operating hours require the renting party to provide security for the rented equipment until pickup of the equipment can be made during our normal business hours. Loss of the rented equipment during rental periods is the responsibility of the renting party.

Cost 

There is no charge for academic course-related equipment reservations.

Charges do apply for special events. These charges will be discussed on an individual basis once the ACCC receives your reservation request and follows up with you regarding the needs of the event. There is a late order charge for special event reservations received less than 48-hours before the event.

For special events, CFOAP information is required for UIC affiliates to make charges against (either for reservation costs, or for repair/replacement costs in the case of damage while the equipment is checked out).

  • A late return fee will be charged for each business day beyond the agreed upon return date for checked out equipment. This fee will vary depending on the amount and cost of the equipment itself.
  • A delivery charge of $15 will be added to all orders of less than $50 for on-campus locations.
  • A delivery charge for off-campus locations is calculated at an hourly basis of $50/hour for time necessary to deliver the equipment.
  • Cancelation of equipment rental upon delivery of the equipment will result in a fee of $50.
  • Rush (less than 48-hour, greater than 24-hour notice) orders for equipment use are subject to a late order fee of $25.
  • Rush (same day) orders for the delivery of rental equipment is subject to staffing availability and a $55 rush order fee will be assessed, in addition to the cost of the order.
  • Orders for technician services received with less than 48 business hours advanced notice will be charged an additional fee of $75.
  • Cancelation of a technician with less than 24 hours advance notice will result in a charge of $75.

Support 

Further Information 

ACCC Service Level Agreement (SLA)

Service Request Fulfillment Time

Minimum of 2 business days notice required (requests are typically scheduled at least one week in advance).

Incident Resolution Time

If technician staffing has been requested during an event, immediate response and attempt to resolve issues within 15 minutes. If technician staffing has not been requested during an event, an attempt to resolve within 1 hour during business hours (7:45am to 7:00pm, Mon-Thurs; 7:45am to 5:00pm Fri).

Service Availability Between 7:00am and 10:00pm Monday through Saturday, by request (staffing subject to overtime charges outside of 8:00am to 4:00pm Mon-Fri).
Maintenance Window(s) None.
Service Notification Channel(s) Directed emails to scheduled clients.
Reviewed to Ensure SLA Meets Business Requirements

Provisional SLA - Currently under IT Governance review.

Date Reviewed

Provisional SLA - Currently under IT Governance review.