The Support for Campus Events policy is meant to address ITS involvement in Luther events requiring audio-visual or other technology needs. This document lays out both the ITS responsibilities and the User responsibilities in regard to audio-visual and multimedia support for campus events.
This policy applies to ITS and the Luther College campus and affects staff, faculty, students, student organizations, and guests.
ITS will work with departments to ensure appropriate audio-visual equipment is installed in spaces that require it on a permanent basis. For short term solutions, ITS audio-visual equipment can be reserved via the web at https://www.luther.edu/helpdesk/eventsetup/. A complete list of equipment can be found at https://www.luther.edu/helpdesk/avequipment/.
All equipment is available on a first come, first served basis. If you cannot find what you are looking for, contact the Technology Help Desk and we will see what can be done to assist.
ITS maintains a variety of audio-visual carts (multimedia, sound systems, and public address systems) that are pre-configured for specific purposes. Special arrangements must be made and approved by a Help Desk Manager.
Priority is given based on the following order:
ITS reserves the right to grant or deny equipment for an event or to an individual per Help Desk Manager discretion (according to Luther’s campus event policy). This may include extending check-out times or substituting specific equipment as needed.
Reservations are strongly encouraged for all events. For major events (i.e. Homecoming, Graduation, All-Campus Events, etc), it is recommended to make reservations 2 or more weeks in advance. Due to the nature of events, last minute changes or requests cannot be guaranteed.
Generally, ITS equipment is designed for spoken word or light audio performances and is not intended for large scale events, concerts, bands, etc. For events needing this type of equipment, ITS maintains a list of outside vendors willing to rent equipment or provide expertise at the Audio-Visual & Event Support – Outside Vendors page.
Video Cameras and Digital Recorders are available from the Circulation Desk to record classes, lectures, or events. ITS is able to assist in setup or tear-down of equipment for on-campus events that happen during regular hours of support.
Users are responsible for securing permission from the presenter(s) for any recording or duplication purposes per the Luther College Copyright Policy found at http://www.luther.edu/copyright
A minimum of five (5) business days is required for any media duplication or conversion if work is performed by ITS. This is due to a high demand for a limited number of multimedia equipment. Instructions and assistance is available for more urgent needs.
Instructions for converting video formats into a streaming media format are available on the ITS Help Desk website (https://www.luther.edu/helpdesk/) under Katie Video Conversions.
When converting video formats and/or transferring onto different media, assume a 1:5 ratio of time (i.e. a 1 hour video will take approximately 5 hours to import, convert, transcode, export and copy onto different media). This applies if the user or ITS is performing the work.
Commencement: Audio is handled by Jenson-Noble Music; Video transmission to on-campus viewing locations is handled by ITS; Video recording is handled by Campus Programming.
Homecoming: Requests follow the previous guidelines and support.
Specific department events such as athletics, music, etc are handled by staff of those individual departments. ITS will provide assistance when requested and arranged in advance.