Event Technology Support

Media Services is responsible for audiovisual support, video production, and portable equipment set up for events at UTD. Before you can request equipment or technician on-site assistance, you must first reserve an event space. Reserving a room or space does not reserve the equipment. Please refer to the UT Dallas Event Planning Guide for more information on events.

Event Technology Support Request Form

If you are planning an on-campus event requiring media equipment, technician on-site assistance, or video services, please fill out our Event Technology Support Request Form. A UTD NetID is required to submit the Event Technology Support Request Form.

Requests for Event Technology Support must be received six business days prior to your event date. Be advised that equipment quantities are limited and equipment may not be available at all times or in all locations.

Media Services will make efforts to accommodate late requests, and they are evaluated on a case-by-case basis. Late event requests that are approved are subject to a $30 late fee charge.

Event Fee Structure

Media Services does not charge for basic events in rooms or spaces with built-in A/V equipment. However, there are fees associated with our services under the following conditions:

• The event falls outside our normal operating hours:
  Monday – Friday 7:30am -10:30pm
• The event requires technician on-site assistance.
• The event requires portable equipment.

PORTABLE EQUIPMENT SET UP/STRIKE ONLY

$30.00/hour – per technician – Two (2) hour minimum ($60.00)

This hourly fee covers the set up and strike of ONE portable equipment. Additional portable equipment would incur another two hour charge per additional equipment set up/strike. Some portable equipment requires more than one technician to set up/strike.

EXAMPLE 1: The charge for the set up and strike of a PA sound system is $60.00. One hour charged for the set up, one hour charged for the strike.

EXAMPLE 2: The charge for the set up and strike of a PA sound system, AND a projector/screen is $120.00. One charge of $60 for the set up and strike of the sound system, and another charge of $60 for the set up and strike of the projector/screen.

TECHNICIAN ON-SITE SUPPORT

$30.00/hour – per technician – Two (2) hour minimum. Some events may require more than one technician.

If portable equipment is required for an event that also requires on-site support, the set up and strike of one portable equipment is included. Additional portable equipment would incur another two hour charge per additional set up/strike.

EXAMPLE 1: A four hour event requiring one technician on-site, in a room or space with built-in A/V systems, is $120. $30/hour for technician on-site x 4 hours = $120.00

EXAMPLE 2: A three hour event requiring one technician on-site, and the set up and strike of a PA sound system, would be $90.00. $30/hour for technician on-site x 3 hours = $90.00. One portable equipment is included in the cost.

EXAMPLE 3: A three hour event requiring one technician on-site, and the set up and strike of a PA sound system AND a projector/screen would be $150. $30/hour for technician on-site x 3 hours = $90.00 PLUS $60.00 for additional portable equipment set up/strike = $150.00

• Submitting a request does not guarantee an equipment reservation.
• Clients must provide their own laptops.
• Media Services provides a standard male HDMI cable to connect to client laptops.
• For laptop presentations that require audio, the laptop used must also have a standard 1/8th inch headphone jack.
• Media Services does not supply video adapters; they are the responsibility of the client. Adapters must adapt to connect to a male HDMI cable to connect to our systems.
• For technology support in the Student Union or JSOM, please contact the respective Media departments for those buildings:
  Student Union – UnionReservations@utdallas.edu
  JSOM – JSOMTFS@utdallas.edu

Explanation of Terms on the Event Technology Request Form

Tech for Equipment Set Up and Equipment Break Down: Our tech arrives prior to your event start time and gets everything set up for your use. The tech will meet with you at an agreed upon time prior to the event start. The tech will provide instruction(s) for the equipment requested. The tech will return after the event to shut down and secure our equipment.

Tech on-site for Event: Our technician arrives prior to your event start time and sets up all requested equipment. The tech will meet with you prior to the event start to provide instruction. Tech remains on-site throughout the entire event to assist with the equipment during your event

Event Start Time: This is the time your event is scheduled to begin.

Event End Time: This is the time your event is scheduled to end.

Equipment Setup Time: This is the time you want the equipment set up complete. Please try to schedule this no more than one hour before your event start time.

Equipment Breakdown Time: This is the time the technicians can take down and secure the equipment. Please try to keep this time within one hour of your event end time.

Walk Through/Sound Check with Tech: This is the time when you will meet with the technician before your event to receive brief instructions for the equipment requested and test the equipment. Preferably this time will occur just after equipment setup.