Due to limited resources, request for classroom use and faculty/staff equipment loans have first priority. For planning purposes, all requests should be made at least one week in advance. Multiple media needs for any major event should be made two or more weeks in advance. And there must be a commitment to take full responsibility for the safe operation, storage, and security of equipment belonging to Media Services.
Student organizations requesting multi-media equipment for a program or event must follow the guidelines listed in our Media Services Policy for Multi-media Equipment Request by Student Organizations. The guidelines includes having an advisor, faculty, or staff member contact Media Services to verify that a student or organization is using equipment for an event before a request is met. A copy of the policies is given to the Office of Campus Involvement to distribute to the clubs and organizations on campus.
Multi-media equipment is provided if available
Presentation remote control (for PowerPoint presentations)
DVD/VHS combination or separate players
Tripod Screens & AV Carts
Digital and VHS Camcorders & Tripod
Sound equipment that Media Services can provide for Campus Events:
Portable PA System (Mixer/Amplifier with up to 2 speakers)
can use up to 5 microphones
contains CD player and inputs for additional media
can use for small tent or outdoor setups
Compact Portable Sound System
can use 1 microphone for each system (up to 4 microphones with mixer)
contains CD player and inputs for additional media
Portable Lectern (Gray) w/ Microphone
1 - 4 microphones and Microphone Stands(standing & table) for each event
wireless microphone use depends on time and location of event
Small 4-input Mixer
Mobile sound equipment (Amplifier, Mixer, 2 Speakers)
currently used in Kennedy Center
Media Services does not have the equipment, staff, or other capabilities necessary for music concerts. Some sound request can be met through the campus organization KCPB’s(Kennedy Center Performance Board) Hi-Tech department.
Any department requesting equipment for an event must take full responsibility for any equipment that is left on-site overnight.
Media Copyright Concerns
Some General Guidelines for AV Materials
Music may be in the public domain, but the performance and arrangement can be copyrighted
Synch rights must be obtained for background music
No admission may be charged in a school setting (band concerts). Performance may be fair use, but a copy of the actual print music must be legally obtained for each student and participant.
There may be several copyright holders, i.e. on music you may have a composer, performer, producer, arranger, publisher, record label, etc.
Extracurricular activities and entertainment purposes do not fall under Fair Use.
You cannot convert an AV work to another format except under certain conditions when the hardware is obsolete or an analog work is not available in digital format.
Off-air Video Taping
Tapes must be destroyed within 45 days unless permission is obtained
Only nonprofit educational institutions may use them
Only programs transmitted for reception by the general public without charge may be used (no pay channels or satellite transmissions)
May not be done regularly and may not be altered
Multi-media Equipment Request Policies for Student Organizations
The following procedures are for Student Organizations and Clubs requesting multi-media equipment from the Media Services Department
Because Media Services equipment is used primarily for academic purposes, classes have first priority.
All requests should be made at least one week in advance. The Media Services cannot guarantee equipment for last minute requests.
While most requests are scheduled through the Office of Special Events, a request (or consultation) for media equipment can be made through Media Services as well. In these cases, you need to inform Special Events of the request, either while scheduling your event, or after you contacted Media Services.
When contacting the Media Services, be prepared to give the following information:
Name, date, and time of event.
Equipment requested for event. If you are not sure what equipment is needed for your event, let us know what you need to do. We will inform you if we can fulfill the requirements necessary.
On the day of event, will you pickup the equipment, or have Media Services do the setup.
Who will take full responsibility for equipment? This will require an advisor, faculty, or staff member to contact Media Services to verify that the student or organization is using equipment for an event. An Equipment Loan Formmust be signed at the time the equipment is picked up, or (in some cases) when Media Services delivers it.
In situations when Media Services cannot pickup equipment until the following day, will the equipment be secured overnight, or taken to a secure location?
Only advisors, faculty, or staff can reserve high demand equipment (i.e., laptop computers, LCD projectors, camcorders) from Media Services. You can pickup the equipment once verification is given.
With few exceptions, student organizations are prohibited from taking multi-media equipment off-campus.