The following procedures are specifically for the technology support of events through University Information Services (UIS). For more information on event planning, please see University Advancement’s Event Planning and Promotion guide.
Before Requesting UIS Support, please review the following:
- When events are put on for students, by students, ACE (Activities & Cultural Events) Board is the primary source of support and should be contacted before requesting technical support from UIS. ACE Board help can be requested by emailing studentactivities@pacificu.edu or by attending an ACE Board meeting.
Requesting UIS Event Support
After you have consulted with ACE Board (where appropriate), you can request technology support or consulting via the Event and AV Tech Help & Training service catalog entry. To provide UIS the best chance to support your event, please request support as far in advance of your event as possible.
UIS Supports the following types of events:
If you’re not sure what category your event falls in, please contact the Helpdesk.
Meetings, Academic and Student-Run Events
Specifically, events where:
• The primary audience is students, faculty or staff; and,
• Sponsors are individual employees, students, academic departments, university offices, student organizations or governance bodies.
UIS support for these events can include:
• Training presenters/coordinators to use existing self-service event-room or meeting-room technology in advance of the event.
• Loaning of AV equipment for events in spaces that do not have the needed equipment.
• UIS staff or student workers on call during normal business hours to handle problems that may come up during the event.
Support for these events can only be provided:
• During open Helpdesk hours.
• In-person support on Hillsboro & Forest Grove campuses only.
• In spaces that have UIS-maintained video and sound technology built in.
• Additionally, Helpdesk full-time staff cannot be scheduled to stay for the entirety of the event.
Exceptions
• Please see the exceptions list.
For all Meetings, Academic and Student-Run Events, contact UIS at least 24 hours in advance.
Medium Profile Events
Specifically, these are events, including receptions and recruiting events, where:
• Prospective students, the public, or a select group of VIPs (e.g. trustees, donors) are invited.
• And, the event has a non-UIS staff or faculty member who is in charge of the event and will be present during the event and event setup; and,
• the event does not meet all the qualifications of a High Profile Public Event (below).
UIS support for these events can include:
• Pre-event communication about and training on event technical needs with event sponsors, directors, performers and other stakeholders.
• Pre-event setup of the event space (including setting up microphones and confidence monitors, turning on lights, sounds and projection).
• At the request of event sponsors, the Helpdesk can assist the sponsoring department in trying to hire a student with basic knowledge to provide live during-event support (see Student Worker Support Charges, below).
Support for these events can only be provided:
• During open Helpdesk hours.
• In-person support on Hillsboro & Forest Grove campuses only.
• In spaces that have UIS-maintained video and sound technology built in.
Additionally, Helpdesk full-time staff cannot be scheduled to stay for the entirety of the event.
Exceptions
• Please see the exceptions list.
Examples
• See University Event Examples for examples of events of this type.
For all Medium Profile Events, contact UIS at least two (2) weeks in advance.
High Profile Public Events
These are events where all of the following are true:
• The public is invited.
• And, the event is advertised as an official Pacific University event (rather than advertised as being put on by a particular college, school, center, office or club).
• And, Marketing & Communications has been engaged to market and coordinate the event and the event has a marketing budget.
• And, the event has a non-UIS staff or faculty member who is in charge of the event and will be present during the event and event setup.
• And, the event takes place in a Pacific University event space (see list below).
UIS support for these events can include:
• Pre-event communication about and training on event technical needs with event sponsors, directors, performers and other stakeholders.
• Pre-event setup of the event space (including setting up microphones and confidence monitors, turning on lights, sounds and projection).
• Coordination with external vendors (see below) who are providing additional services.
• UIS staff or student workers present during the event to run event technology (including lights, sound and projection).
Support Limitations:
• Support for large audiences only provided in spaces that have been set up with appropriate technology. These spaces are:.
- Hanson Stadium
- Hopkins-Powell Atrium
- McCready Hall
- McGill Auditorium
- Stoller Gym
- Taylor Auditorium
- Tom Miles Theater
- Washburne Multipurpose Room
• Event spaces must be reserved at least 2 hours before the start of the event to give UIS sufficient time to assist with event setup.
Exceptions
• Please see the exceptions list.
Examples
• See University Event Examples for examples of events of this type.
For all High Profile Events, contact UIS at least four (4) weeks in advance.
Events By External Groups
Events by external groups held at the university should go through Conferences & Events and/or Athletics Facilities Managers. Staff from these groups are the primary coordinators and project managers of Paid Conferences and should be present at initial meetings with event sponsors to help determine what level of support is needed for this event and to help determine whether external vendors should be brought in (see External Vendors section below).
UIS support for these events can include:
• Pre-event communication about and training on event technical needs with event sponsors, directors, performers and other stakeholders.
• Pre-event setup of the event space (including setting up microphones and confidence monitors, turning on lights, sounds and projection).
• Coordination with external vendors (see below) who are providing additional services.
• UIS staff or student workers present during the event to run event technology (including lights, sound and projection). (Community Engagement & University Events and/or Athletics Facilities Managers to assess per hour cost to client, in coordination with UIS).
Support limitations:
• UIS can only provide in-person support at our Hillsboro & Forest Grove campuses.
For all Events By External Groups, contact UIS at least four (4) weeks in advance.
Student Worker Support
Where full-time UIS staff are not available to provide support during an event, departments can ask the Helpdesk to seek UIS-trained student workers to support these events. Event sponsors commonly ask for student workers to provide basic technology support during evening and weekend events. The student worker is given training specific to the needs of the event by Helpdesk staff, and can seek phone support from Helpdesk staff during the event. A supplemental pay request must be processed for these students by the sponsoring department. The rate typically offered is $30/hr., paid for from a non-workstudy (object code 7022) account.
External Vendors
Where needed services and expertise are not available from university staff, event sponsors may be advised to bring in a third-party vendor. See the list of known Audiovisual Vendors which is maintained in cooperation between UIS and Community Engagement & University Events. Bringing in vendors is always done at the cost of the group sponsoring the event.
The following are not generally provided by any university department, and so typically require the hiring of an external vendor:
• Videography (supplying, setting up and running video cameras for event recording and/or live broadcasting).
• Live streaming to YouTube or other streaming platforms.
• Professional lighting design.
• Setup of temporary or additional lighting.
• Professional sound design.
• Setup of sound and video display systems appropriate to large audiences (e.g. more than 100) in spaces that do not have these systems built in.
• Any AV services provided outside of the Forest Grove and Hillsboro campuses.
Helpdesk staff will consult with external vendors for all event types which vendors are brought in for. This can include providing technical specifications of event spaces, meeting with vendors in event spaces to show them the technology and answer their questions, as well as being available during event rehearsals to troubleshoot any problem that may come up. Helpdesk staff consultation with vendors should happen during normal business hours.
University Event Examples
The following are examples of known Pacific University events and their respective event support category.
- Athletics Hall of Fame Ceremony - High Profile Public Event
- Athletics Hall of Fame Dinner - Medium Profile Event
- Commencement- High Profile Public Event
- Homecoming – Mix of Medium Profile and High Profile Public Events
- Luau - High Profile Public Event
- Music Department Concerts - Medium Profile Events
- Music in May Concerts - High Profile Events
- New Student Orientations - Meetings, Academic and Student-Run Events
- Plays and Dance Recitals - Medium Profile Events
- Senior Projects Day – High Profile Event
- Staff Honors & Awards – High Profile Event
- Staff Senate All Staff Meetings - Meetings, Academic and Student-Run Events
- White Coat & Welcome to the Profession Ceremonies - Medium Profile Event
- Whiteley Lecture - Medium Profile Event
Exceptions
As referenced above, there are some exceptions to this policy. At the request of the President’s Council, Exceptions exceptions to the limitations shown above will be made for the following events:
- Pacesetters
- Board of Trustees meetings and events
- Searches with University-Wide Open Forums
- Oak Tree Foundation Meetings
- Senior Projects Day
- University Honors and Awards Ceremony
Areas UIS is unable to support
UIS support does not include:
• Creation of marketing materials.
• Creation of PowerPoint presentations and other presentation materials.
• Live performance by UIS staff or student workers.
• Acting as ticket takers, security, ushers.
• Hanging or installing lighting instruments.
• Videography (supplying, setting up and running video cameras for event recording and/or live broadcasting) or audio recording. See External Vendors, below.
• Mastering of DVDs, Blu Rays or audio CDs from recordings.
• Printing or putting up event signage.
• Talent recruitment, payment and contract negotiations.
• Moving of non-technology furniture or stage equipment (e.g. chairs, instrument stands).
UIS staffing and equipment is limited and cannot be guaranteed for any event, but the best way to avoid problems with limited resources is to start planning and working with UIS on an event as far in advance as possible. Where limited resources are needed by multiple events, UIS reserves the right to choose which event to support based on the business needs of the university, under direction from the President’s Council.
Questions?
Contact Support