A/V and Media Services - Guidelines for Events at RIC

ITS User Support Services provides media services and A/V services to scheduled events at Rhode Island College.  While our primary mission is providing technology support for media systems and services that are installed in academic facilities, we also provide, when resources are available, A/V services for events and activities scheduled at the college.

Introduction

ITS User Support Services offers audio-visual (A/V) equipment and services for events at Rhode Island College. Our main goal is to support media systems in classrooms and administrative areas, but we also provide A/V services for college events when resources allow, as detailed in this article.

Requesting Services for Events

To schedule A/V and media services for events, please use the RIC Rooms web application or the EMS application. We encourage everyone to check the College Events and Engagement website for event planning procedures and facility reservations.

https://our.ric.edu/department-directory/college-events-and-engagement

Media and A/V Services Guidelines

A/V and Media Services Available

The following services are available to the Rhode Island College community through RIC Rooms/EMS when reserving events:

• Microphones (wired, wireless, etc)
  • Includes necessary wires and mixers.
• Microphone stands
• Powered speakers for indoor and outdoor events
• Portable projectors
• Laptop computers (limited availability)
• Wire covers/ramps
• A/C Power Reels (for use with RIC A/V Equipment only)
• Easels/Flipcharts
• Podiums
• Videoconferencing cameras
• Guest logon accounts for RIC podium computers
• User Support Services staff for "event checks"

Note: Reserving these resources may require additional approval based on quantity or event location. Please direct questions to the ITS Help Center via email at helpdesk@ric.edu at least 10 days before the event.

Scheduling Guidelines

• All A/V requests should be submitted in RIC Rooms at least 5 business days before the event. More lead time is preferred.
• If A/V requests are not entered into RIC Rooms, we may not be able to accommodate last-minute requests made to the ITS Help Center.
  • If immediate assistance is needed before an event, we can help with basic tasks like turning on sound systems or replacing batteries in wireless microphones. More complex A/V services will not be available.
• If an event is canceled, please provide at least 24 hours notice.
  • Also, cancel requests in RIC Rooms/EMS to remove them from daily service provider reports.
  • The College Events and Engagement team can assist with cancellations in RIC Rooms/EMS if needed.
• A/V support is available during normal business hours.
  • Fall/Spring Semester Hours
    • Monday - Thursday 7:30 AM – 10:00 PM
    • Friday 7:30 AM – 5:00 PM
    • Saturday 8:00 AM – 2:00 PM
  • Summer hours are similar, but Monday – Thursday hours end at 8 PM, and the ITS Help Center is closed on weekends.
  • During breaks (winter, spring), we are open 7:30 AM – 5:00 PM, Monday – Friday.
  • Please check the main page of the RIC Service Center for the current schedule.
• If events occur outside business hours, we can set up and test equipment indoors before the event. If equipment needs to be picked up, please ensure the location is locked, and we will retrieve it when we reopen.
• If an event occurs during staffed hours, we can provide an "event check" to confirm that all requested equipment is working and that the organizer knows how to use it.
• We cannot provide staff to monitor A/V equipment for the entire event. Event checks can be requested through RIC Rooms/EMS.

Equipment/Services Guidelines

• If your event will use A/V equipment already installed in classrooms or auditoriums, please add the Podium/Screen/AV Cart Access resource to your reservation.
• If you need video conferencing (Zoom, Microsoft Teams), please check our list of rooms with this technology and reserve one that meets your needs:
  • Video Conferencing (Zoom) Capable Room List
• If your public event requires captioning, please review our guidelines here:
  • CART and Open Captioning Support Guidelines
• For panel discussions, please request one microphone per standard-sized panelist table, usually seating 2-3 panelists per table. More than one microphone per table can cause feedback issues.
• We recommend no more than 6 wireless microphones in one location, as performance and sound quality may be unreliable with more.
• For outdoor events needing a PA system, the event must occur during business hours. Additionally, outdoor events should end at least 30 minutes before closing time to allow for equipment takedown. An hour is preferred for larger setups.
  • Our equipment is not waterproof, so we cannot provide it during wet weather. Please give at least 4 hours notice for location changes or cancellations due to inclement weather.
• The audio equipment we provide is designed for spoken word and moderate music volume levels. We can assist with small acoustic sets, but we do not have capabilities for bands or large groups. Musicians should provide their own equipment or rent a suitable PA system.
• We cannot provide microphones or equipment for non-RIC systems. For example, if you rent a large sound system from an external vendor, we cannot supply microphones for it.
• We do not have video equipment for outdoor film showings. This equipment must be rented from an outside vendor. We can provide a projector and small screen for locations without A/V services, but these situations are rare.
• We cannot provide DJ or emcee services.
  • Event organizers wishing to play recorded music must provide it themselves, ensuring all copyright and music publishing regulations are followed.
• Electrical or Power Requirements
  • We recommend event organizers contact Facilities and Operations at (401) 456-8262 or facilitieswo@ric.edu no less than 10 business days before your event is scheduled to take place if it may require special electrical or power requirements.  This is especially true for outdoor events, and events that may draw larger amounts of power, such as a concert.
  • USS A/V only provides A/C power reels for use with our own equipment.  If your event is bringing additional equipment that requires electricity, they should be providing their own power strips, extension cords, etc.  We can assist with providing wire ramp covers for ADA and fire code compliance.

We will update these guidelines regularly to reflect changes in resources and services.

Additional Questions

If you have further questions about A/V services or need to discuss additional requirements for your event, please contact the ITS Help Center via email at helpdesk@ric.edu. For more complex needs, reach out early in your planning process.

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