AV Support for Events and Conferences

Service Description

We offer pre-event consultation and AV/IT technical support and training to internal and external organisations holding events and conferences on campus. 

Features

  • We offer pre-event  consultation and planning advice which involves discussion of your AV/IT technical requirements to ensure that your event goes as smoothly as possible.
  • We can provide either a limited technical support service at the beginning and end of your event or full technical support .
  • We are able to provide AV/IT training prior to a conference or event where an organiser is providing their own support staff.  This should be arranged with us during the consultation stages.
  • Remote management equipment is installed to allow us to provide efficient and effective technical support to supported rooms with minimal impact on events.
  • User instructions are provided either at or near to the teaching position in all rooms.
  • Supported rooms are fitted with telephones to enable users to contact us for emergency assistance.

Users

Anyone organising an event or conference on campus.

Service Hours

Usual hours of service are 09:00 – 17:00, Monday to Friday, excluding University closure periods.

Out of hours technical support is offered but must be arranged and agreed during the consultation stages.

AV facilities: As per room/building opening hours or during out of hours as agreed during the consultation stages.

The “at risk” period is 07:00-09:00 every Tuesday. Further planned maintenance times will be publicised in advance if there will be a disruption to the service.

Level of Service

AV systems and facilities are checked and tested prior to the start of a conference or event, where possible, to ensure functionality.

Support and Documentation

Further information: http://www.ncl.ac.uk/itservice/av-support

If you encounter difficulties during your event and require emergency technical assistance please ring the emergency AV helpline on extension 2627 or the IT Service Desk on extension 5999.

We will endeavour to resolve any issues remotely in the first instance however if we need to despatch technical staff then, in order for us to respond appropriately and efficiently then please supply us with the following information when required:

  • A named contact for our team to report to on arrival who will coordinate our activities within the context of the event
  • The room and building where the problem has occurred
  • A brief description of the problem
  • An assessment of the impact/priority of the issue.  For example, whether the issue must be resolved immediately or whether it would be more suitable to attend during a scheduled break and at what time that would be.

Any non-critical AV faults can be reported via our online fault report form (available at http://www.ncl.ac.uk/itservice/teaching-rooms/faultreporting)

Additional support, as for all IT services, is available via the IT Service Desk on 5999 or it.servicedesk@ncl.ac.uk.

All incidents relating to this service will be handled according to the Incident Management and Major Incident Management processes.

Request Process

Conferences:
Initial enquiries for fee-paying conferences should normally be via the University Conference Office (http://www.ncl.ac.uk/conferenceteam) who will then put the organiser in touch with staff from the IT Service to discuss AV requirements.

Events:
Initial enquiries are expected either via email to iss-avs@ncl.ac.uk or via our resource booking form at http://www.ncl.ac.uk/itservice/teaching-services/avbookings.

Requests for any other aspect of the service should be made via the IT Service Desk on 5999 or it.servicedesk@ncl.ac.uk.

All requests relating to this service will be handled according to the Request Fulfilment process.

User Responsibility

It is the conference or event organiser’s responsibility to make contact with us as soon as possible to arrange a pre-event discussion.

It is the event organiser’s responsibility to ensure that they have liaised with either the University Conference Office or Timetabling Office to book the spaces required for the event.

It is the event organiser’s responsibility to ensure that they have arranged any necessary accounts to enable conference delegates to access the wireless network. Wireless access is not part of this service.

Costs

Equipment:
The use of permanently installed AV or IT facilities in event venues is:

  • Free if being used for legitimate University business
  • Incorporated within the room hire charge (if applicable) which will be provided by the University Conference Office

Any additional AV or IT equipment required outside of what is permanently installed in the venue will be charged appropriately. Our hire charges can be found at http://www.ncl.ac.uk/itservice/teaching-services/avbookings/hirecharges.

Labour:
Labour charges are as follows:

  • Mon-Fri 08.30-17.00 - £20 per hour (non-University business only)
  • Sundays and Bank holidays - £40 per hour
  • Any other times (unsocial hours excepted) - £30 per hour

There is a minimum out of hour’s labour charge of 1 hour on weekdays and 4 hours at weekends.

Weekday evening support is charged from 5pm irrespective of when the event commences.