Request AV Services

Audiovisual Policies


AV Late Request Policy:  The best practice when booking is to request AV Services as soon as possible. Late requests can put a strain on staffing and equipment stock. For events held during business hours (Monday through Friday, 8am-5pm), please make your request no later than 5 business days prior to the first day of needed service. For events held during evenings or weekends, please make your request no later than 10 business days prior to the first day of needed service. Late requests may be subject to a 20% increase of cost.

AV Cancellation Policy:  You must cancel your AV request no later than 3 business days before the first day of service to avoid any fees. A late cancellation of AV services (2 business days or less) will result in charges for full labor and/or cross-rentals of equipment from external vendors. Cancellations due to natural disasters or MIT closings are exempt from any late cancellation fees.

Off-Campus Events:  MIT Audiovisual Services does not offer equipment or labor services for off-campus events. This enables us to concentrate our efforts supporting the students, faculty and staff within MIT. MIT AV staff can provide recommendations for outside AV vendors for off-campus events. In the rare instance MIT AV is available for an off-campus event, there will be a 20% surcharge added to the estimate.

Labor Charges:  Labor fees for event support will be, in most cases, greater than the duration of the actual event. This labor is necessary for event planning, setup, and breakdown of audiovisual equipment.

Power:  For safety, MIT Audiovisual Services is allowed to provide up to 10 Power Strips and up to 10 A/C Extension Cords for customer use. You may contact MIT Facilities for requests of 11 units or more.

 

Before making an AV Request for Courses, Meetings, Conferences, or Events, look over the PDF checklist below for information you may need.