Guidelines for Audiovisual Equipment and Services

Introduction
Equipment loan
Equipment in departments
Equipment use suggestions
Traditional AV equipment
Multimedia Presentation Equipment
Sound equipment
Planning Considerations
Student Center equipment

In the absence of a centralized audiovisual (AV) department, AV equipment has been distributed to various campus buildings and organizations. Information Technology Services provides a limited amount of traditional AV services, including the loaning of some sound, visual, and computer equipment, and setup of the same for special events. A single technician provides media services technical support. This information is provided to identify the AV resources available to the campus, and to help users meet their needs in utilizing the campus strategy of a decentralized, distributed AV resource system. Additional resources are available in the Student Centers and Residence Halls for use exclusively in those buildings; these resources are managed by Student Centers / Residence Life, rather than by IT Services. The following is a breakdown of what is available and where to look for certain equipment and services.

Equipment Loan

The campus does not have a centralized loan service for equipment such as transparency projectors, VCRs, TVs and slide projectors. This equipment has been purchased by the university and each of the Colleges and is distributed to locations around the campus in order to make it available to the academic departments and the faculty who teach with it. All classrooms have at least one transparency projector and a permanently mounted screen. Television sets, VCRs and VCR/TV combos on carts have been placed in equipment rooms in every classroom building. Program assistants in academic departments within these buildings typically manage the reservations for this equipment. A list is presented below; please locate the resources nearest you and make your reservations with the appropriate person.

Please note that while some of the equipment (most notably many of the mobile TECs) was purchased with University-wide funding, other equipment was purchased and is managed by departments within each of the buildings. When using the equipment, one will have to follow the arrangements and policies made by the departments loaning it out. Almost all require that it be used within the building. Regardless of which department manages any given piece of equipment, your cooperation is needed to ensure the most efficient and effective use of this equipment.  top 

Equipment Availability in Departmental Sign-out Areas

Please contact the following people to reserve TV/VCR carts, slide projectors, and transparency projectors.

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Please follow these suggestions for effective sharing and use of AV equipment.

• Plan ahead and schedule the equipment early. One week advance notice is preferred.
• Don't make block reservations for any of the equipment. AV equipment is a limited resource.
• Try to keep your reservation request close to the times and days that you will actually need the equipment.
• Return it promptly to the department from which it was borrowed when you are finished.
• If you encounter any problems, please report them so repairs can be made in a timely fashion. Top 

Traditional AV Equipment

Most of the necessary equipment is either permanently installed at campus locations or is available for sign-out on a self-service basis. Upon request, IT Services staff will train users to set up and operate the equipment for themselves as needed. The following is a summary of equipment available and where it may be found.

1. Transparency projectors. There is at least one transparency projector in every University classroom. IT Services keeps these units operational. Program assistants in nearby academic departments can supply replacement bulbs if they fail. If the problem is more serious, please ask them to report this to IT Services.
2. Screens. There is at least one permanently mounted screen in each campus classroom. There are two portable units available from Media Services for use with LCD projectors.
3. Slide projectors. These are available in the equipment rooms of many classroom buildings. None are available from IT Services.
4. Movie and filmstrip projectors These may be available in some of the equipment rooms on campus, however these technologies are no longer popular and receive very little use. None are available from IT Services.
5. VCRs and televisions. Check with your departmental contact. Top 

Multimedia Presentation Equipment

1. Computers with projectors. For making presentations to University classes in campus classrooms we recommend using the permanent Technology-Enhanced Classrooms (TECs) and mobile TEC resources. In addition to the units provided by IT Services, some academic departments also have units. See our web site for details.
2. DVDs. Use of this technology is increasing. All of the Windows and Macintosh computers installed in the permanent TECs have DVD drives installed.
3. Laser Disk Players. Laser disk players are available in four of the TEC classrooms. IT Services also has one for deployment to the campus locations. Others are also accessible at the Educational Technology Center in the Wyman Education Building and in some of the departmental sign-out areas. Top 

Sound Equipment

Advance notice and reservations are required. All of our sound equipment is being offered on a first-come first-served basis, though key campus events will take precedence. Please use the form on the IT Services web site to reserve this equipment.

1. University Public Address (PA) System
   We have one high end PA system available to use for campus events. The equipment is available for faculty, staff and student organizations. Reservations for this equipment are required and a charge of $35.00 per hour for usage is standard. The exceptions to this are major campus events that are sponsored by the UW River Falls administration. A technician is required to be on site for setup, monitoring, and tearing down of the system.
2. Additional PA system
   We have a smaller PA system available for campus use. This system is for use by faculty, staff and student organizations. There is no charge for using this equipment. The equipment will be delivered and setup, and retrieved by the IT Services media technician during business hours. Reservations are required. The reserving party is responsible for the safe operation of the equipment and securing it before and after the event is held.
3. Microphones and other audio gear
   We have two wireless microphone systems available as well as standard microphones. These are available for use across campus. Reservations are required. IT Services can also arrange for the reservation and setup of podiums equipped with sound capability. Delivery of the podiums is done by facilities management and there is a charge for this service. Top 

Planning Considerations

IT Services-Media Services will perform setups of audiovisual equipment such as televisions, computer projectors, and sound systems only for University special events and conferences. We believe this is the only reasonable strategy that will permit us to keep up with the large and growing demand for access to electronic presentation technologies.

Your need to request AV equipment depends on your presentation requirements. Is the presentation on campus, perhaps in a University classroom? If so, and if it could be held in a permanent TEC classroom, please use that equipment. If not, try to reserve a Mobile TEC within the building. Using building equipment that is already setup is always preferable to ad hoc arrangements.

If you plan a presentation which includes use of the Internet, be sure the room you are using has an active network connection and that your computer is properly set up to utilize this connection. Contact IT Services well in advance if you are planning to do this. All general assignment classrooms on campus have network connections, but your computer must have network drivers installed and be registered on our network. Computers in permanent TECs or on mobile TEC carts are already network-ready.

Students should follow the same guidelines as faculty and staff. If the presentation is for a University class, they should request permanent or mobile TEC access through their instructor. If neither is available, then consider borrowing the equipment from the IT Services Davee Library.  Top 

Presentations in Hagestad Student Center, Rodli Commons and Knowles Complex

AV and computer resources in these buildings are managed by the campus Student Centers. Some of the equipment is available from the Student Centers for use within the building, while other equipment may have to be brought in.

Traditional AV Equipment
Transparency projectors, televisions, VCRs and screens for use in the student centers can be reserved by contacting Student Center support staff. Email them at infodesk@uwrf.edu . Please reserve this equipment well in advance of your meeting.

Computers and LCD Projectors
Hagestad Student Center has a mobile cart with computer and projector for use in presentations held in that building. Please contact the Student Center for reservation informaiton.  Top 

Reservations
Technology-Enhanced Classrooms

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