Event Technology Support

Ordering Services

If you are planning an on-campus event requiring audiovisual equipment or technician on-site assistance, please submit the Event Technology Support Request Form. A UTD NetID is required.

EVENT TECHNOLOGY SUPPORT REQUESTS MUST BE RECEIVED SIX BUSINESS DAYS BEFORE THE EVENT DATE.

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 may be subject to a $30 late fee charge.

Be advised:

• Submitting a request does not guarantee we can accommodate your event.
• Requesting equipment or on-site assistance for your event does not reserve the event space. Please refer to the UT Dallas Event Planning Guide for more information on planning events.
• Equipment quantities are limited and may not be available at all times or in all locations.
• Clients must provide their own laptops.
• Media Services provides a standard male HDMI cable to connect client laptops to projectors and mobile TV carts.
• Media Services does not supply video adapters for laptop or tablets; they are the responsibility of the client. Adapters must adapt to connect your device to a male HDMI cable.
• For laptop presentations that require audio playback, the laptop used must also have a standard 1/8th inch headphone jack.
• For technology support in JSOM or the Student Union, please contact the respective media departments for those buildings:
  JSOM – JSOMTFS@utdallas.edu
  Student Union – UnionReservations@utdallas.edu

Event Fee Structure

Media Services does not charge a fee to support 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 for the duration of the event.
• The event requires portable equipment.

-PORTABLE EQUIPMENT SET UP/STRIKE ONLY-

$30.00/hour – per technician – Two (2) hour minimum ($60). Some equipment may require more than one technician to set up and 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 mobile 75″ TV cart 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 mobile 75″ TV cart).

EXAMPLE 3: The set up and strike of a 10′ x 17′ projection screen and projector is $120.00. Two technicians are required to set up the 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. Some portable equipment requires more than one technician to 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 mobile 75″ TV cart 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

Explanation of Terms on the Event Technology Request Form

‘Requesting tech for equipment set up and breakdown’: A Media Services technician arrives prior to your event start time to set up the requested equipment. The technician will make sure all equipment is functioning properly and provide instruction on its use, and will return to pick up the equipment at the conclusion of your event.

‘Requesting 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 on its use. Tech remains on-site for the duration of the event to assist with the equipment.

‘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.

”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 Time’: 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. This time will need to take place before your ‘Event Start Time’.