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Service Level Agreement For Events Requiring Audiovisual Support

Before Requesting UIS Support

To make sure that events follow university standards:

  • Where events are open to the public, Conference and Event Support Services (CESS) must be contacted before requesting technical support from UIS. CESS can be contacted at 503-352-2111 or conferences@pacificu.edu .
  • When events are put on for students, by students, ACE (Activities & Cultural Events) Board must be contacted before requesting technical support from UIS. ACE Board help can be requested by emailing studentactivities@pacificu.edu or by attending an ACE Board meeting.

Requesting UIS Event Support

The best way to request event support is to reserve the room or space for your event through EMS. Use the “Request a Meeting or Event” option and, in the “Tech Equipment” section, choose “Non-Self Service Technology Request” and “Please consult with me.” To give us the best chance to support you, please request support as far in advance of your event as possible.

If you would like to consult with someone before reserving your space (e.g. if you want advice on which space to reserve) or if you are requesting support for an off-campus event, please email help@pacificu.edu.

Types of UIS Support Provided by Event Type

Meetings, Academic & Student-Run Events

These are events where:

  • The primary audience is students, faculty or staff.
  • Sponsors are individual employees, students, academic departments, university offices, student organizations or governance bodies.

UIS support can for these events can include:

  • Training presenters/coordinators to use existing self-service event-room or meeting-room technology in advance of the event.
  • Loaning of AV equipment for events in spaces that do not have the needed equipment.
  • UIS staff or student workers on call to deal with problems that may come up during the event.

Support limitations:

  • Support provided during open Helpdesk hours only.
  • Support provided on Hillsboro & Forest Grove campuses only.

Contact UIS

  • At least 24 hours before the event.

Recruiting Events

These are events where:

  • Prospective students are invited.
  • The Admissions team is the primary event sponsor.

UIS support can for these events can include:

  • Pre-event coordination of event technical needs with event sponsors, directors, performers and other stakeholders.
  • Pre-event setup of the event space (including setting up microphones and confidence monitors, turning on lights, sounds and projection).
  • Pre-event design of lighting looks and queues.
  • Live streaming of the event to the web (streaming costs to be paid by the event sponsor).
  • UIS staff or student workers present during the event to run event technology (e.g. lights, sound and projection).

Support limitations:

  • Support provided during on Hillsboro & Forest Grove campuses only.

Contact UIS

  • At least two weeks before the event.

Receptions

These are events where:

  • The public or a select group of VIPs (e.g. trustees, donors) is invited.
  • The event has a non-UIS staff or faculty member who is in charge of the event and will be present during the event and event setup.

UIS support can for these events can include:

  • Pre-event coordination of event technical needs with event sponsors, directors, performers and other stakeholders.
  • Pre-event setup of the event space (including setting up microphones, PA systems, projection systems and confidence monitors, turning on lights, sounds and projection).
  • UIS staff or student workers present during the event to run event technology (including sound and projection).

Support limitations:

  • Support provided during open Helpdesk hours only.
  • Support provided on Hillsboro & Forest Grove campuses only

Contact UIS

  • At least two weeks before the event.

Medium Profile Public Events

These are events where:

  • The public is invited.
  • The event is advertised as being put on by a Pacific University college, school, center or office.
  • The event does not meet all the qualifications of a High Profile Public Event (below).

UIS support can for these events can include:

  • Pre-event coordination of event technical needs with event sponsors, directors, performers and other stakeholders.
  • Pre-event setup of the event space (including setting up microphones and confidence monitors, turning on lights, sounds and projection).
  • Live streaming of the event to the web (streaming costs to be paid by the event sponsor).
  • UIS staff or student workers present during the event to run event technology (including sound and projection).

Support limitations:

  • Support provided during open Helpdesk hours only.
  • Support provided on Hillsboro & Forest Grove campuses only

Contact UIS

  • At least two weeks before the event.

High Profile Public Events

These are events where:

  • The public is invited.
  • The event is advertised as an official Pacific University event.
  • University Advancement has been engaged to market the event and the event has a marketing budget.
  • The event has a non-UIS staff or faculty member who is in charge of the event and will be present during the event and event setup.
  • The event takes place in a Pacific University event space (see list below).

UIS support can for these events can include:

  • Pre-event design of lighting looks and queues.
  • Pre-event sound design.
  • Pre-event coordination of event technical needs with event sponsors, directors, performers and other stakeholders.
  • Pre-event setup of the event space (including setting up microphones and confidence monitors, turning on lights, sounds and projection).
  • Coordination with external groups (such as MAPS or TVCTV) for potential video and audio recording of the event (potentially at cost to the event sponsor).
  • Live streaming of the event to the web (streaming costs to be paid by the event sponsor).
  • UIS staff or student workers present during the event to run event technology (including lights, sound and projection).
  • Post-event basic video and audio editing (trimming out unwanted or unusable parts of the recording, adding simple title cards to the beginning and/or end of a video).

Contact UIS

  • At least four weeks before the event.

Presidential Events

These are events where:

  • The president of the university is speaking.
  • The public or a select group of VIPs (e.g. trustees, donors) is invited.

UIS support can for these events can include:

  • Pre-event design of lighting looks and queues.
  • Pre-event sound design.
  • Pre-event coordination of event technical needs with event sponsors, directors, performers and other stakeholders.
  • Pre-event setup of the event space (including setting up microphones and confidence monitors, turning on lights, sounds and projection).
  • Coordination with external groups (such as MAPS or TVCTV) for potential video and audio recording of the event (potentially at cost to the event sponsor).
  • Live streaming of the event to the web (streaming costs to be paid by the event sponsor).
  • UIS staff or student workers present during the event to run event technology (including lights, sound and projection).
  • Post-event basic video and audio editing (trimming out unwanted or unusable parts of the recording, adding simple title cards to the beginning and/or end of a video).

Contact UIS

  • At least four weeks before the event.

Paid Conferences

These are events where:

  • An external organization is paying to utilize Pacific University spaces.
  • Audiovisual event support is part of the contract with this organization.

UIS support can for these events can include:

  • Pre-event coordination of event technical needs with event sponsors, directors, performers and other stakeholders.
  • Pre-event setup of the event space (including setting up microphones and confidence monitors, turning on lights, sounds and projection).
  • Pre-event design of lighting looks and queues (CESS to assess per hour cost to client).
  • Pre-event sound design (CESS to assess per hour cost to client).
  • Coordination with external groups (such as MAPS or TVCTV) for potential video and audio recording of the event (at cost to the client).
  • Live streaming of the event to the web (streaming costs and per hour staffing cost to be paid by the client).
  • UIS staff or student workers present during the event to run event technology (including lights, sound and projection). (CESS to assess per hour cost to client).

Support limitations:

  • Support provided on Hillsboro & Forest Grove campuses only

Contact UIS

  • At least four weeks before the event.

For all categories, UIS support does not include

  • Creation of marketing materials.
  • Creation of PowerPoint presentations and other presentation materials.
  • Live performance by UIS staff or student workers.
  • Acting as ticket takers, security, ushers.
  • Hanging or installing lighting instruments.
  • Videography or audio recording. External groups such as Media Arts Production Services (MAPS) or Tualatin Valley Community Television (TVCTV) can be hired to provide videography and audio recording and to feed video signals to UIS for streaming.
  • Mastering of DVDs, Blu Rays or audio CDs from recordings.
  • Printing or putting up event signage.
  • Talent recruitment, payment and contract negotiations.
  • Moving of non-technology furniture or stage equipment (e.g. chairs, instrument stands).

UIS staffing and equipment is limited and cannot be guaranteed for any event. The best way to avoid problems with limited resources is to start planning and working with UIS on an event as far in advance as possible. Where limited resources are needed by multiple events, UIS reserves the right to choose which event to support based on the business needs of the university.

Student Worker Support Charges

When qualified UIS staff members or student workers are not available to support an event, either because they are already booked at other times or because they are not able to work on the days and times when the events take place, or because the requested support is of a type not normally supported for that type of event (as defined above), departments may be given the option of hiring UIS-trained student workers to support these events (at the direction of UIS staff). A supplemental pay request must be processed for these students. The rate typically offered is $20/hr., paid for from a non-workstudy (object code 7022) account.

Pacific University Event Spaces

Recognized Pacific University event spaces are those that are set up to facilitate large and moderate-sized events. These spaces are:

  • Hanson Stadium
  • Hopkins-Powell Atrium
  • McCready Hall
  • McGill Auditorium
  • Stoller Gym
  • Taylor Auditorium
  • Tom Miles Theater
  • Washburn Multipurpose Room

Questions? Comments?

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