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Background
ITS's Learning Environments and Media Production (LEMP) department supports SU's technology classrooms, university computing labs, loaner instructional equipment, satellite and videoconferencing telecommunications, and special events. For obvious reasons, classroom and lab support are the highest priorities for LEMP. Technical support of special events is a relatively new LEMP fee-based service (see list of ITS special events service examples at the end of this document).
Prior to 2002, campus support for academically related events was a shared responsibility between Event Production Services (EPS) and Classroom Presentation Services (CPS, now Learning Environments)). In 2002 EPS became Event Technology Services and began to concentrate almost entirely on student sponsored events taking place within the Schine Student Center. The intention of this document is to clarify the role of LEMP in supporting special events and to identify support limitations related to facility, staff, or equipment resources.
There are many events for which LEMP simply does not have adequate equipment or staff resources to support. In those instances, LEMP staff may be available to act in a consulting or even a brokerage role in terms of communicating event requirements and facility information to commercial service providers. Some companies with which LEMP has worked successfully with in the past are listed in the Outsourcing section below.
Please note that the in and out of scope sections below are guidelines to assist event planners in working with LEMP and/or commercial service providers. LEMP will be as flexible as resources allow in working with these guidelines. Out of scope requests require the approval of the ITS director of LEMP.
Lead Time - two weeks minimum, one month or more preferred
Adequate lead time is necessary to provide quality special events technical support services. Two weeks is the minimum lead time required by LEMP to plan support of a simple special event (e.g. scheduling an operator for an existing in-house system). A minimum of one month lead time is required for more complicated events, such as those requiring delivery and set up of audio, computer, or video systems. One hour is the minimum set up time required for simple events. Some events, such as the 2006 Al Gore presentation require much more lead and set up time.
In Scope
- Requests with sufficient lead time and set up time
- Events for which there are adequate LEMP staff and equipment resources to properly support
- Syracuse University events
- Academic or academic-related events
- On campus events and events on University property
- Events during office hours (After hours support depends on staff availability)
Out of Scope
- Requests without adequate lead time and set up time
- Events for which there are not adequate LEMP staff and equipment resources to properly support
- Non-Syracuse University events
- Off campus events and events not on University property
- Outdoor events
- Conferences
- Multiple day conferences
- Conferences requiring more than two technical support staff
- Event production
- Musical and theatrical events
Outsourcing
When requested support of special events is out of scope or beyond LEMP's ability to support, there are a number of commercial service providers that may be used. Some examples follow:
Contact information for ITS supported special events support
- Learning Environments:
- David Williams - 443-5659 (primary LE contact)
- Ray Dow - 443-4002
- David Tiedemann - 443-1814
- Two other units of LEMP may be able to provide media production support for special events:
- Photo & Imaging Center, Steve Sartori - 443-1832
- Video Production Unit, Neal Coffey - 443-5644
Other campus resources for special event support
Support for some campus facilities may be provided internally. Certain offices may be useful in helping to plan an event. Examples follow:
| Facility or Office |
Contact |
Phone |
Comments & URLs |
| Disability Services, Office of |
Stephen Simon |
443-4498 |
coordinates auxiliary aids
and services;
provides
access to
adaptive technology
http://disabilityservices.syr.edu |
| Carrier Dome |
Carol Ryan |
443-4634 |
|
| Conference Services |
Agnes Humphrey-Copes |
443-1347 |
|
| Eggers Public Event Room |
Dean's Office, Maxwell School of
Citizenship & Public Affairs |
443-2253 |
|
| Event & Technical Services |
Scott Casanova |
443-4240 |
Schine Student Center
events only |
| Goldstein Auditorium |
Scott Casanova |
443-4240 |
Schine Student Center |
| Hendricks Chapel |
Sue Martini |
443-2903 |
|
| Newhouse III Events Room |
Dean's Office,
Newhouse School
of Public Comm. |
443-2302 |
|
| Public Safety |
John Sardino |
443-5479 |
http://publicsafety.syr.edu/ |
| Setnor Auditorium |
Dean's Office, College of
Visual and Performing Arts |
443-5889 |
|
| Sheraton Hotel
| Joe Cifaratta
| 477-8247
| |
| Special Events |
Josie Torrillo |
443-4631 |
responsible for planning
the University's major public
and private events. |
Student Centers &
Programming Services |
Bridget Talbot |
443-4240 |
Student Centers and
Programming Services (SCPS)
manages the Schine and
Goldstein Student Centers
and Skybarn.
http://students.syr.edu/scps/ |
ITS special events service examples
- Consulting and event planning (relevant to AV needs)
- Technical referral service
- Coordination of equipment and technical assistance provided by outside vendors if outsourcing for equipment and/or technical assistance is required
- Provide public address systems, audiovisual equipment, and computer/video projection systems to the university community for special events
- Technical assistance to operate equipment/systems
- Auditoria and venue public address system operation
- Live streaming media
- Conference support (limited to single day events requiring no more than simultaneous support of two ITS staff)
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