Instructional Media Services

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Conference & Events

Guest Lecture Release Forms:

Our digital video cameras are available for faculty use. They may be used for recording presentations, guest lecturers, or other educational content. Before recording a guest lecturer, you must get their permission in writing. Follow our Guest Lecturer Release Form * link to view the form in a new window. Then print it out from your browser.

Price List

Personnel charge for an IMS professional staff member - $30 per hour

Most charges are Per Use

Computer and Video Related Equipment:
  • Data/video projector with computer in Smart Classroom -$100
  • Data/video projector and computer on mobile cart  - $60
  • DVD/VHS player with Television on cart - $20

Additional Audio Equipment:

  • 1 or 2 wired microphones (LC 100, 102, 104, 108 only) - $30
  • 1 or 2 wireless microphones (LC 100, 102, CSB Auditorium) - $40
  • 3+ wired microphones (LC 100, 102) - $50
  • 3+ wired / wireless microphones (LC 100, 102) - $75
  • Portable sound system with wireless microphone - $40
  • Portable Lecternette with wired / wireless microphone - $50
  • Large group (75+) PA system with multiple microphones - $80
Additional Equipment:
  • Portable data/video projector - $50
  • Large-venue data/video projector (includes set-up / breakdown) - $150
  • Wireless powerpoint presenter - $10
  • Document camera - $30
  • Easel - $10
  • Flip chart - $10
  • Portable CD/cassette player - $10
  • Overhead transparency projector - $10
  • Screen with tripod base - $10
  • 35mm slide projector - $20
  • Xenon 35mm slide projector for large venue - $50
  • Rear projection screen 9’ x 12’ - $100
  • Set-up/breakdown for 9’ x 12’ rear projection screen - $200

Video Post Production:

  • DVD duplication - first copy - $15
  • - each additional copy - $2

Teleconference Service (all charges are per hour):

  • Videoconference service (IP only) - $100
  • Satellite downlink - $100
  • Suprema ISDN broadcast-quality audio conferencing - $100

» Download Conference and Event Request Form with Price List *

Planning Guide

Please include IMS in the very early stages of your conference planning. IMS can help you choose spaces that meet your needs for AV Technology and capacity.

Types of Classrooms that are available:

Large Lecture Center Auditoriums (great for large audiences)

  • Data/Video Projector with sound
  • Desktop (PC) Computer
  • Connected to the Academic Network
  • Laptop connection
  • Digital Document Camera
  • DVD/VHS Player
  • Microphone on the Podium
  • Wireless, Aisle or Cabled Microphones (limited availability)
  • Slide Projectors
  • Electric Screen
  • Tiered seating

Some rooms may contain additional equipment such as:

  • CD/Cassette Player
  • Audio CD Recorder
  • Touch Panel Display
  • Smart Board or Sympodium technology

“Smart” Classrooms

  • Data/Video Projector with sound
  • Desktop (PC) Computer
  • Connected to the Academic Network
  • Laptop connection
  • Digital Document Camera
  • Electric Screen

Some rooms may contain additional equipment such as:

  • Interactive Whiteboard
  • Microphone
  • DVD/VHS player
  • CD player
  • Touch Panel Display

Traditional Classrooms

Where older AV is required:

  • Traditional TV/DVD/VHS set-ups
  • Overhead Transparency Projectors
  • Screens

Video Conferencing and Satellite Downlink Services for:

  • Videoconferencing
  • Webinars

IMS requires at least two weeks notice for conferences and special events.  Please be aware that we have no staff regularly scheduled to work on weekends.  If you are requesting weekend services, please tell us as soon as possible so we can clear our calendars and make arrangements to be here.

Student events should be booked in the SUB.

Be sure to include IMS charges in your conference budget, as you do for food services or printing costs.  Remember, IMS needs a current copy of your most recent brochure or schedule to help us plan your support services accordingly.

When planning your technical support for your keynote and session speakers, IMS needs the following information:

  • Date
  • Time
  • Name of speaker
  • Room number
  • What type of service is required

We can provide the following AV Services:

  • Computer Projection
  • Internet Access
  • Laptop or Tablet Projection
  • DVD or Video Projection
  • Document Camera Projection – from books, paper, transparencies or three-dimensional objects
  • Sound systems  (portable and fixed)
  • Teleconference Facilities (Satellite)
  • Distance Learning Facilities
  • Creation of PowerPoint Title Slides

Please discuss with your presenters the (rare) possibility of equipment or network failure.  Encourage them to bring their presentations on CD, flash drive, or laptop.  As an added precaution, have them send the presentation to you by e-mail. Always have a backup plan in place.

For more information contact IMS @ 845-257-3630 and schedule a consultation with the IMS conference support professionals.

Emily Trapp
Director, IMS
845-257-3634

-or-

Diane Strauss
Operations Manager, IMS
845-257-3633

 

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