Special Event Media Support

Classroom Media Assistance can provide a dedicated tech to support any on campus event for a minimal fee. This page can help you determine if you need to hire a tech, how many techs you need, and other helpful event notes.

Contact Information

General Sepcial Event Questions: Classroom Media Assistance Lower Level Library (LL4) 401-874-4278 Event Support Requests & Event Specific Questions: Katie Babula Senior Information Technologist Special Event Coordinator Carothers Library, LL4 401-874-2974 media4events@etal.uri.edu

What Can a Media Tech Do?

Student Media Techs are specially trained for each event that they support. They have extensive experience using the media systems on a daily basis. This can allow our Media Techs to remove the stress of working the digital media yourself during an event. Techs Will: Set up the necessary digital media ranging from laptop displays, microphones, portable projects, and any other media your event requires. Handle any media switching/adjustments during the course of the event. Provide immediate troubleshooting should anything occur during the event. Techs can also assist in general running of an event from adjusting room lighting throughout the event, helping in any display set-ups, and so on. Techs have full access to CMA's portable equipment and are able to utilize it for any unexpected/last minute item requests so long as the library is open. And much, much, more Overall, our techs are there to assist in the successful running of your event and often go above handling just the media needs in order to do this.

How to Determine Your Tech Needs

There are some key factors to consider when determining if you need assistance from a student tech. Event Location If you have never used the media in the room your event is being held in, hiring a student tech can alleviate any concern or stress that can accompany using new media systems. Certain rooms, such as Edwards Auditorium, can contain complex media systems which can only be used to their full advantage by a trained media tech. If your event is using multiple locations, a tech is particularly useful to ensure media setup is completed as quickly and efficiently as possible to help prevent any delays in the running of the event. Event Format If your event is going to have multiple presenters, each with their own laptop to use, a trained tech can often juggle the switching of media in the smoothest manner. Breakout sessions are common special event format. A trained media tech is able to set up multiple rooms with media technology so that you will not have to worry about managing the potentially overwhelming multiple set-ups. Number of Techs At times, the size and scope of media events may require multiple student techs for adequate assistance. If the event is running activities in multiple locations at once, then a second tech may be advised so as to not allow any delay in event media support.

General Event Type Recommendations

Single Speaker: If you are only having a guest speaker and do not want to worry about handling the media, one student tech is adequate for the event. Multiple Speakers: Multiple speakers often involves juggling multiple laptops and presentations. A student tech is recommended to assist with the switching of presentation media. In addition, anytime there is a switch in media, there is an increased chance of the need for media/technical adjustments to be made. Panel Discussions: Due to panels requiring multiple microphones set up at once a tech would be needed to properly adjust volume controls and to set up the microphones. NOTE: Panels are not recommended for all rooms on campus. The rooms listed below are the best suited to accommodate the needs of a panel discussion. Edwards Auditorium Swan Auditorium Quinn Auditorium White Auditorium Audience Q & A: Much like panel discussions, not all classrooms are equipped to handle this event format to its fullest potential. Rooms with a wireless handheld microphones are ideal to ensure that both speaker and the rest of the audience are able to hear the question. Suitable rooms for this event format are: Edwards Auditorium Swan Auditorium Quinn Auditorium White Auditorium Kirk Auditorium CBLS 100 CBLS 10

How to Get the Most Out of Your Event

If you've decided to hire a student tech here are some recommendations on ways to prepare for your event when coordinating with CMA staff. 1. Have one person from the event planning staff be the sole liazon in communication with CMA. This helps reduce confusion during the planing and coordination process. 2. Provide CMA with a detailed event timeline as soon as you are able. By doing this , the CMA staff will be able to properly go over planning and preparation with the student tech. This is necessary since multiple session events often have short time slots between sessions, which can at times be inadequate for changing the media in use. Knowledge of these limitations in advance can allow for proper preparation. 3. Schedule an in-person meeting or walk through with CMA. Having everyone in the same room discussing the flow of the event in person provides an opportunity to discuss set up options and details without the added stress of working under time constraints which occur on the day of the actual event.

Tech Fee Structure

Student Tech Fees General Hourly Rate $10 Multiple Techs $10 each, per hour For example: 2 techs for 3 hours $60 Off Hours Rate* $15 Off hours rates refer to hiring a student tech for the hours before 8am and after 11:30pm. The higher rate reflects the compensation needed to procure a student tech for atypical hours.

Special Notes for Off Campus Groups

Off campus groups will have to also coordinate the use of the room media technology. When a classroom is reserved for use, it does not include any associated fees for media technology use. Please use the contact information stated above, for specific event inquiries, to discuss about any potential media fees that could be incurred.