Hello!

You're filling out an Events IT Service Request Form for submission to the Events IT Department. This form is to be filled out by faculty, the univesity's Event Requestor, or the On-Site Coordinator.

Contact Events IT with any questions regarding this form.

Below are some commonly-asked questions.

What is my timeline for submitting this request?

This depends on what type of event you are planning -

1. Small-scale events - Seven business days prior

Small scale, academic or public events are characterized by:

• 2-3 speakers with 1 laptop
• 1 PowerPoint presentation
• 1-3 microphones
• Does not require a technician during the event
• Examples include poetry readings or lectures

2. DCP (Digital Cinema Package)/Screenings - Two weeks prior

DCP (Digital Cinema Package)/Screenings are film screenings, or a Q&A with actors and guests.

3. Large-scale events - At least four weeks prior

Large scale/high profile/theatrical performance events are characterized by one or more of the following:

• Use of specialized technology
• Multiple microphones for multiple presenters
• Several presentations or video rolls
• Requires onsite technician(s)
• Is an all-day event
• Requires extensive setup
• Requiring use of Tishman Auditorium (U 100)
• Expected attendance is at a minimum of 100
• Examples: Large scale conference, high profile speaker giving a lecture, use of video wall technology in Tishman Auditorium

What is the timeline for submitting change-orders and cancellations?

Changes to set-up for small-scale events will not be considered within one hour of the event start time.

Set-up for large-scale events must be finalized 24 hours prior to the event start time.

If your event is cancelled, make sure to send an email to Events IT notifying them of the change. If cancelling an event for which staff have already been scheduled, the full fee may be applied.

How much set-up time is required?

When submitting your 25Live reservation, ensure that you are requesting additional set-up time for Events IT. Small-scale events should have an hour of set-up time. Depending on the scope of large-scale events, set-up can take anywhere from 3 hours to upwards of 24 hours. The On-Site Coordinator must be present during set-up to answer questions and sign-off on the final set-up.

 

Are rehearsals and walk-throughs necessary?

Rehearsals several days prior to the event are strongly suggested for large-scale events.

To ensure a smooth flow day-of, please schedule a walk-through with Events IT several days prior to the event. Provide a run-of-show and a list of tech requirements prior to the meeting if available. Event coordinators and others responsible for the production must be present at the walk-through. Remember to submit a room reservation for the meeting.

How do I submit presentation files?

All content files (videos, PowerPoint, PDF presentations) to be presented during your event must be sent via email to Events IT no later than 1 business day before the event for internal vetting and testing. All content files must be tested during rehearsals. If content files are not tested 1 hour before the doors open for an event, the content will not be played during the event.

If you are hosting a screening, or will be utilizing DCP:

• DCP content must arrive a minimum of two business days prior to the event for ingestion into the DCP system
• Test encryption key must be valid 24 business hours prior to the event
• Screening encryption key must be valid 4 business hours prior to screening
• All parties must be available to participate in the DCP testing 24 hours prior to the screening
• The 12th Street Auditorium (A 106) must be reserved by the Event Coordinator for testing two hours prior to the event

Copyrighted content must be cleared by the Event Owner prior to the event. Please contact the permissions staff at the Library as soon as possible for assistance when seeking permission to screen a video. Permissions to publicly show materials can take up to 6 weeks to secure.

What are the rates for Events IT services?

Events IT reserves the right to determine sufficient staffing for events. Operator labor charges may apply, and are billed at $75/hour per technician.

Events in Tishman Auditorium (U 100) typically require a minimum of three technicians working simultaneously. The Auditorium (A 106) requires a minimum of one technician per event.

Events occurring outside of building hours or on the weekends may incur additional costs.

Do I need a Certificate of Insurance (COI)?

External organizations or vendors coming on campus to provide a service (ie videographer, photographer, equipment rental companies) must provide a COI naming The New School as an additional insured. For more information, consult the university's Certificate of Insurance (COI) Policy.

Do you have all details pertaining to your AV request? If so, please click "Next".

If you don't yet know the exact details of what you need from Events IT, please click the Save button below. You will receive a copy of this submission in your email, which you will then forward to Events IT. This submission will serve as a save-the-date for Events IT. You can return to this form at any point to complete the rest of the detail, which you would resubmit to Events IT.

Note that American Sign Language (ASL) translation, and Simultaneous Language Translation for an audience must be arranged for with external vendors.

ASL interpretation and transcription services are available to students who submit their schedules and a request for interpretation or transcription to the Student Disability Services (SDS) office at studentdisability@newschool.edu at least two weeks before the event.

Assisted listening devices are generally found in all event spaces.

Please note:

• Audio support options vary by location.
• Requests received less than 4 weeks in advance, or "Small-Scale Event" requests are limited to a maximum of 3 microphones.
• Events IT does not stock guitar amplifiers.

Note: Audio recordings are not monitored and are intended for archival purposes only.