Requesting
Service
To
ensure quality service, request Audio Visual
services at least one week before an event by calling the
office or via e-mail. Large events require a minimum of two
weeks notice. A job number is assigned to your request when it is
put into our reservation system. Please make note of this number
for future reference.
The Trinity College Audio Visual Department
provides service and resources only for Trinity College.
Services may now be booked via our web form. Link to our
Service
and Equipment Request Form page for more information.
When booking an event, the following information must be provided:
1. Who: The organization requesting service or sponsoring
the event. Provide the name and phone number of the contact
person, and an account number or other payment plan, if
applicable.
2. What: What audio visual equipment and service is
necessary, what type of event is it (class, lecture, conference,
meeting, concert, etc.), and what is the expected attendance. Any
riders, stage plots or equipment requests by performers or
lecturers must be provided to the Audio Visual Department.
3. When: The date and time of the event. The actual start
time of the event or class is necessary. The Audio Visual
Department will schedule sufficient time for set up.
4. Where: The location or locations of the event. If a
particular part of a room or venue is to be used, specific
instructions or diagrams should be provided. A rain location
should be noted, if applicable.
5. Why: The nature of the event. Is it open to the public,
a class, or part of a series of events (a conference, freshman
orientation, etc.). This information will assist the Audio Visual
Department in properly assigning resources.
Most
production and event support services incur fees. Individuals
representing a Trinity department or organization must have an
account number available at the time of the request. Payment in
advance is required for production or event services requested by
individuals or outside organizations. A schedule of fees
is available.
For large events, performance riders, stage plots and scheduling
information are required. Certain events may necessitate the use
of commercial vendors, which the department can contact for, or
refer an event sponsor to. An account number or payment
arrangement is necessary before booking services.
The late fee for any services (excluding classroom support)
requested less than 48 hours before an event is $25.
In some
cases, scheduling may make it impossible to fulfill a late job
request.
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