Events: Considering Technology When Planning Your Event

Pre-Event

We offer information to consider on the technology side of your planning.

If you are planning an event on or off campus, we are here to assist you with evaluating your needs and providing quality service for your event.

It is important that you contact CETS a minimum of 10 days prior to your event concerning your Audio/Visual needs and Technician availability.

On Campus Events

Advance planning for an event is imperative to the success of the event, . Occasionally, the logistics of a particular room or campus space is not a natural fit with consideration to audio visual equipment for the desired outcome. This is just one of the reasons why it is important to meet with CETS in the early stages of the event planning process.  CETS is able to offer useful advice, creative ideas or alternative solutions to achieve the desired outcome for a particular event in regard to audio visual needs. CETS is invested in our desire to provide the best possible AV experience.

Planning meeting to determine:

• Customer needs and expectations for their particular event
• An overview of the event specific needs
• Setup time / tear-down time
• Acoustics of a particular room / location
• Lighting
• Power Availability
• Equipment placement (Room Layout)
• Determine amount of time needed for set-up and tear-down of equipment
• CETS staffing considerations
• Timelines for receipt of PowerPoint presentations/videos and the Agenda

Off Campus Events

Planning meeting to Determine:

• Customer needs and expectations for their particular event
• An overview of the event specific needs
• Setup / tear-down time
• Means of contacting event coordinator when off campus

Site Visit – this allows CETS to determine such things as:

• Lighting
• Power Availability
• Venue acoustics
• Equipment placement (Room layout)
• Logistics of equipment transportation into venue (unloading and loading of equipment)
• Miscellaneous items
• CETS staffing considerations
• Timelines for receipt of PowerPoint presentations/videos and the Agenda

Student RSO Event Planning

These are the general steps to schedule Audio Visual support for student events:

• Decide the date to have an event
• Pick a room (link to room schedule tool)
• Consider A/V needs and room layout
• Fill out Student Development (Orgsync) form
• Receive confirmation for room reservation
• Contact CETS to schedule meeting
• Meeting needs to be at least 10 days prior to event
• Determine amount of time needed for set-up and tear-down of equipment
• Finalize A/V needed