Events Media FQs

What exactly is an "event?"

How do I reserve equipment?

Do I need an account number for my event?

How do your rates work?

Can I get equipment on the same day as the event?

Am I charged if I cancel my event?

Is there a charge for using in-room equipment?

Do you service student events/activities?

Do you service bands or musical instruments?

Can I get assistance using Powerpoint?

If I bring in my own equipment, can you operate it?

Can I videotape my event and get copies?

Do you service off-campus or non-NYU locations?

Q: What exactly is an "event?"
A: An "event" is an activity that takes place in a non-traditional class space and/or during times which are not traditional class times. Such activities are not assigned course numbers. In situations involving the use of classroom space, an event would not be registered as a class when the space is initially booked. An "event" can be as simple as a meeting or as complex as a conference taking place over several days. Certain classroom set-ups may be considered events, depending upon the technical complexity of the request. If you have further questions about your event, please contact the Special Events Coordinator.

Q: How do I reserve equipment?
A: You can fill out an online form or fax in a Request form. Be sure to fill out the form as completely as you can, including all the proper billing information. If you're not sure about what you need, you can call us to clarify information. If your event has specific information that will not fit into the form, you can fax in a request in the form of a memo, but we advise you to use the form as a guide to be sure that you include all the information that we will need. Orders are not reserved until we receive all the necessary information. We do not recommend emailing orders to our staff specifically, and we do not accept orders over the phone.

Q: Do I need an account number for my event?
A: Yes. In order to book equipment for your event, we do require that you give us the standard 12-digit code (Account/Fund/Organization). Your order will not be processed until we receive this code, and you must still keep in adherence to the two business days notice policy to avoid additional charges.

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Q: How do your rates work?
A: Our prices on equipment are "per day." There are various charges for set up, delivery, and operation of equipment. Operator charges are on hourly basis with a 2 hour minimum on weekdays and 4 hour minimum on weekend. Additional overtime charges do apply on weekends. See our rate card for details.

Q: Can I get equipment on the same day as the event?
A: Depends. We operate on a "first-come, first-serve" basis, and generally ask that you give two business days notice. If you have a last minute order for the same day, you do run the risk of the equipment not being available. However, if the equipment is available there is a Same Day Rush charge of $40. If you send in a complete order the day before your event, there is a Late Charge of $25. We strongly recommend that you do not call to see if equipment is available before sending in the request. We do not "hold" equipment, so it is in your best interest to send in a completed form as soon as possible so that we can reserve the equipment. You will not be charged if you cancel before we deliver.

Q: Am I charged if I cancel my event?
A: Our policy is that you can cancel any equipment or services without being charged as long as you do so before the said items arrive to the location. Anything cancelled after delivery will incur a charge. Although you can call us, we recommend that you cancel your event in some form of written notification.

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Q: Is there a charge for using in-room equipment?
A: No. If you have reserved a room in which there is equipment, we do not charge for the use of that equipment. However, be mindful that there are charges for having our technicians prepare those rooms for use. Also, if our evaluation of your needs goes beyond what we feel the room is capable of, we may feel it necessary to bring in portable equipment, for which there would be a charge.

Q: Do you service student events/activities?
A: Yes. We provide service for student events that are co-sponsored by a faculty or staff member, or administrator. Also these events, as all events, must have a valid account number.

Q: Do you service bands or musical instruments?
A: Our equipment is primarily for "public address" use, i.e. voice speaking; however, occasionally we have used it to assist in amplifying sound for smaller "bands," for example a string quartet at a reception. We recommend that if you are bringing a band to campus for an actual concert that they bring their own equipment to avoid any kind of compatibility complications. If the situation does not allow for this, we can assist in making arrangements with rental agents in the area.

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Q: Can I get assistance using Powerpoint?
A: So as not to cause confusion or liability issues, we limit our technicians in their use of clients' computers. While our technicians may certainly assist you in getting your computer connected with our projectors and/or audio systems, since we do not train them specifically in designing or organizing Powerpoint presentations, we cannot assure you of assistance in that area.

Q: If I bring in my own equipment, can you operate it?
A: Much like our relationship with clients' computers, we prefer to limit liability issues by asking clients to operate much of their own equipment. We can certainly provide some limited assistance or troubleshooting

Q: Can I videotape my event and get copies?
A: We can videotape (or audio tape) events upon request; however, all video duplication services are provided by the Television Center. We can help coordinate duplication services with them, upon request

Q: Do you service off-campus?
A: Like all of Campus Media Services, Special Events is generally confined to the Washington Square park and surrounding areas. We do not generally deliver services to non-NYU buildings, however we do have a pick-up service with some of our smaller equipment. Arrangements can usually be made to accommodate most requests

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