Arranging Technology-Supported Events

Quick Links

Process

For Courses (During Meeting Times)

  • Request a room from the Registrar:
    If you require media equipment/support for your class, please indicate this need on the form that each faculty member submits for their space via Banner at the beginning of the semester. This form is used to determine room assignments based on audio/visual needs.
  • For information about rooms on campus, please see the Scheduling Office's Space Directory.
  • For those faculty whom require only occasional media support, please contact Media Services (863-3600) to place a reservation. Media Services requires TEN calendar days advance notice for support requests.

For Other Events

  1. Reserve a room:
    A majority of main campus spaces are now scheduled by the University Scheduling Office (863-6217). Other offices are responsible for scheduling the rest of the spaces at Brown. Please review the listing of main campus spaces and who schedules them for more information.

    Please note that installed equipment does not 'come with the room'.

    For information about rooms on campus, please see the Scheduling Office's Space Directory.

  2. After you reserve the room:
    Complete an online reservation request for media equipment, staff support, and video recording at least TEN calendar days in advance.

    You may wish to consult our Fees below for equipment rates and the explanation of our pricing structure to find which rates apply for your event.

Please Note

Questions About Your Request?

  • Video recording and production is handled by Media Production Group. If you have any questions about video production for your event, you may contact them at (401) 863-7507 or by email at media_production@brown.edu.
  • All other questions can be directed to the general Media Services number at 863-3600

Apple iPads and Laptops

The iPad2 and Apple laptops support external video displays (such as a flat screen television or projector). These devices require a special VGA adapter available from Apple. Adapters are not provided in any space by MTS. Please visit the Bookstore Technology Center if you need to purchase an adapter.

Video Conferencing

CIS manages the Video Conferencing infrastucture at Brown and maintains a video conferencing room in the CIT available for classes and departmental meetings which require video conferencing. For more information about video conferencing, see the Video Conferencing guide.

Fees

The primary mission of Media Services is curricular support of academic studies of students at Brown University . Services provided for credit bearing courses, faculty sponsored events and SAO recognized Student Group sponsored events are done free-of-charge*. To insure that we consistently meet our primary mission, it is necessary to charge for services rendered to University departments, organizations and entities outside the direct curricular mission.

Services will include 15 minutes of setup assistance and troubleshooting if needed. Extraordinary requests may incur charges if they create additional media services costs (e.g. need for staff overtime, late notification of staffing needs, outside equipment rentals, consumables); these charges will be decided in collaboration with the requester on a case-by-case basis. Reservations must still be made to ensure that equipment and problem resolution staff are available. Customers with equipment and staffing reservations will be given priority over those without reservations. Service and support calls for events without reservations are subject to RUSH and processing fees.

*Fees for overtime staffing, consumables, late/no reservations, certain equipment, extraordinary request, and outside equipment rentals may apply.

RATES (EFFECTIVE 7/01/2011)

Equipment

Covered Events

Admin/Non-covered Events

Displays & Presentation
Data Projector $0.00 $99.00
Flat Panel Display
in select rooms only
$0.00 $50.00
SMARTboard Annotation (includes projector)
in select rooms only
$0.00 $99.00
TV/DVD 
combination unit
$0.00 $25.00
PowerPoint Remote
with laser pointer
$0.00 $0.00
Document Camera $0.00 $25.00
Overhead Transparency Projector $0.00 $25.00
Portable Speakers
for use with computer or DVD/VCR
$0.00 $0.00
Projection Screen $0.00 $0.00
Portable Stand $0.00 $0.00
Installed Computer
(in select rooms only)
$0.00 $0.00
Laptop Rental
(for a specific event used w/ reserved AV)
$0.00 $50.00
Video
Blu-Ray player 
in select rooms only
$0.00 $25.00
Cameras & Accessories
JVC Pro HD Camcorder $5.00 $25.00
Canon HD Camcorder $0.00 $25.00
Tripod $0.00 $0.00
Simulcasting between 2 rooms $250.00(min) $500.00(min)

Sound Reinforcement

Media Services has installed systems in many classrooms, and in most cases the base audio fee applies (covering usage of amplifier, speakers and processors). In some venues (MacMillan 117, Salomon 101, Salomon 001, List 120, Metcalf Auditorium, and Smith-Buonono 106), Media Services can provide sound reinforcement, and the following types of equipment may be used:

Equipment

Covered Events

Admin/Non-Convered Events

Microphone (wireless) $0.00 $0.00
Microphone (condenser, stereo) $0.00 $0.00
Microphone (others) $0.00 $0.00

Base Audio fee (speakers, amps, mixers)
Include mics; Excludes recording services

$0.00 $50.00
Stage Audio Monitor
(Salomon 101 only)
$0.00 $50.00

Staffing Services

Staffing Services (Based on Availability)

Covered Events

Admin/Non-Convered Events

Staffing (initial 15 mins) $0.00 $0.00
Staffing (Additional/Business hours) $85.00 per hr $85.00 per hr
Staffing (Overtime, Nights, Weekends) $100.00 per hr $100.00 per hr

Delivery Fee (where applicable)

$50.00 $50.00
Late Reservation Fee $150.00 $150.00
Service Fee - Non Reserved $250.00 $250.00

Brown sponsored events that involve (6) or more events on any one day or (10) or more events over two or more days will be assessed a 10% administrative fee for logistical support and planning. Some spaces REQUIRE staffing based on the setup of the equipment. External events are subject to a $25 or 20% (whichever is greater) administrative and planning fee.

 Please note when making a reservation: 24-hour notice is required for cancellations, otherwise account will be charged. Reservations must be made at least TEN calendar days in advance of event. 

 All rates are subject to change.