Media Services

• Overview
  • Hours & Locations
  • Staff
• Classrooms & Labs
  • Media Retrieval System (MRS)
  • Satellite TV Signals Available
• Borrowing Equipment
  • Audience Response Systems: Overview
  • Equipment Available
  • Laptops & Projectors
  • Fine Policy
• Media Viewing
  • Faculty & Staff FAQ
  • Student FAQ
• Training & Support
• Event Services
  • Policies, Procedures, and Necessary Information
  • Technology Built Into Event Spaces
  • Event Booking Process
  • Equipment Rental Rates
  • Media Retrieval System (MRS)
  • Advertise Your Events on the MDS
• Request Forms
  • Media Equipment for Classrooms
  • Event Request Forms
  • MRS Broadcast Request
  • Software Installation Request
  • Message Display Request
  • Performance Release

Event Booking Process

For Faculty and Staff

Please use the following steps to book media for an event:

1. Fill out the online event request form at least 5 business days before your event. If your event will take place on a weekend, make your request at least 10 business days before your event.
   
2. The Media Events Specialist will contact you via email or phone to follow up and answer any questions you may have.
   
3. Once all questions are answered the Media Events Specialist will send you an email confirmation with the time, date, locations, and equipment that will be used for your event.
   
4. If you need to add any additional equipment or make any changes to the booking, email the Events Coordinator ASAP.

For Student Organizations

In an effort to provide the best and most consistent service to all student organizations, Media Services is implementing a new booking policy and form for student run events. In order to best serve you, please follow the process listed below.         

Process for making request:

• Student organization will designate 1 Media Services contact for the event.  The Student Media Contact (SMC) will take responsibility for making the equipment request, getting proper forms signed, and providing accurate information about equipment needs.  Additions or changes to a request will only be accepted if made by the designated Media Services contact.
• The SMC will make an appointment with a Media Services Event Coordinator well in advance of the event date.  To set up an appointment, either call 617-521-2765 and ask to speak with the Media Event Coordinator on duty; or email media@simmons.edu and enter in the subject field: "Student Event- Meeting Needed."  In the body of the email, please include the date of the event and the best way to contact the SMC.
• During the appointment, the SMC and the Media Event Coordinator will fill out the media request form together.  The SMC should come to the meeting with all pertinent information about the event (including date, start and end time, location, and all media equipment needed). 
• In order for Media Services to accept the completed request form, the form must include the signature of the organization's Student Life Advisor, and the form must be submitted no fewer than 7 days before the event date. Please return the signed form to Media Services.
• The SMC will receive an email confirmation once Media Services enters the request into the booking system. 
• If the event is cancelled or the event location changes, the SMC must notify Media Services at 617-521-2765 as soon as possible.