Technology
Media Services
Policies, Procedures, and Necessary Information
Since there are so many details that need to be covered when planning the technology for an event Technology Media Services asks that you adhere to Simmons policies and procedures that will help facilitate a smooth event.
Deadlines
Early notification for meetings, conferences and special events is essential for a successful presentation. The deadlines for event requests are:
- 7 business days (M-Th) advance notice for a weekday event
- 10 business days (M-Th) notice for weekend or holiday event
These deadlines help us plan with you what technology you need, and how to best allocate our resources so that we may support all of Simmons fairly and evenly.
Late requests
Media Services is responsible for supporting the entire Simmons community. While we do our best to provide you with services, unfortunately there will be times when equipment or staff are not available, or, if your request is late, we may not have time to organize all of the moving pieces in time for your event. In these cases, we may have to deny your request for support or equipment.
Fees
Effective April 30, 2009 (Student Organization fees updated September 2, 2009), Technology will charge:
- $50 ($25 for a Student Organization) for an event request coming in 5 business days (M-Th) before a weekday event,
- $100 ($50 for a Student Organization) for any request coming in 4 business days (M-Th) or fewer before a weekday event; or 8 business days (M-Th) or fewer for an event request for a weekend or holiday
These fees are intended to encourage organizers to make requests on time so that Media Services can provide the best support possible. If we are unable to fulfill the late request (see section above), no fee will be charged. If you learn that the room already has the technology you need and choose to support the event yourself, there will be no fee.
Contact person
Please designate one contact person for your event. This person will be responsible for coordinating equipment needs and changes with the Media Events Specialist. This person will also act as the liaison between the Media Events Specialist and any guests or panelists from your event that have technology requirements. The event contact or person designated by the event contact must attend the event and/or be present at the predetermined set/start time.
If a guest is planning on giving a power point presentation or showing a video tape or DVD, we ask that the materials be sent to the contact person, who will then send it to the Media Events Specialist at least three (3) business days (M-Th) before the event is to occur. The materials will then be loaded onto, and tested on, the computer(s) or VCR/DVD that will be used during the event.
Some common difficulties include:
- Running embedded video clips in Power Point
- Font incompatibility
- The use of non-Simmons supported software
- Macrovision incompatibility
- PC/Mac conversion issues
The contact person will be responsible for arriving at the event at least 15 minutes ahead of time to answer any questions about the media set-up.
We ask that you be able to provide Media Services with a rough count of guests that will be attending your event. This will help us determine the type of equipment that will best suit your needs. This is of particular importance if you are requesting a teleconference.
Please always specify if you will need a PC or a MAC when asking for a laptop.
Media Services understands that last minute changes to an event's needs are unavoidable. When last minute changes are needed you must alert the Event Specialist as soon as possible; as noted above, unfortunately we cannot guarantee that we can accommodate last minute changes.
All non-sponsored, outside groups will be charged for rental of Simmons College equipment and support. For more information about whether or not you or your group fall into this category please call the Events Specialist at 617-521-2765.
» View a complete pricing list
For podiums, easels or flip charts contact Conferences and Special Events at 617-521-2158.