Request AV Services

Audiovisual Policies


AV Late Request Policy:  Always best to request AV services as soon as possible. Equipment may need to be outsourced and late requests can put a strain on staffing. For events held during business hours (Mon-Fri 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 ot a 20% increase on labor and/or equipment.

AV Cancellation Policy:  To avoid charges due to late cancellation of AV services, you must cancel your AV request no later than 3 business days before the first day of service. 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 will be exempt from any late cancellation fees.

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

Labor Charges:  Labor charged 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.

Stage Manager:  For complicated events and/or certain venues, we may require a Stage Manager to be on site for the setup, start, and/or duration of your event. Standard labor rates will apply.

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.