For Classroom & Event Support Provided by Media Services

The purpose of this Service Level Agreement (SLA) is to provide guidelines and key responsibilities for classroom and event support provided by the department to Macalester faculty, staff and students or other organizations that have rented the College’s facilities.

Service Summary and Costs

In most cases, Campus and Academic Media Services provides classroom and event assistance free of charge to faculty, students, staff, student organizations, and campus departments. There is no charge for use of college-owned AV equipment. However, classroom and campus events that require equipment rental or staff beyond our means or that require Technician support outside of standard Event Support Hours are charged a fee. Contact the Director for assistance determining costs and methods of payment.

Classroom and Event Support Hours

  • Student Staff: Academic semesters, Monday–Sunday: 8am to 10pm
  • Technician: Academic semesters, Monday–Friday: 8am to 4:30pm

Classroom Support

Classroom support is provided by appointment and is available Monday through Friday from 8am to 10pm. Arrangements can also be made for support in the classrooms outside of regular scheduled class times.

Support during a class period

Response to immediate needs will depend on staff availability, and is not guaranteed.
Media Services
651-696-6377
mediaservices@macalester.edu

Media Services Responsibilities

  • Provide and maintain reliable equipment
  • Provide training on AV systems and controls
  • Weekly testing of installed equipment – projector, control system, laptop display and connections, DVD player (and other devices, if applicable — such as VHS players)
  • Prompt response to technical or equipment issues — as soon as possible on the day reported or the next business day, if after regular Media Services hours
  • Timely equipment repair and replacement
  • Communication updates until problems are resolved
  • Assistance with special AV equipment needs, live streaming and recordings, as requested
  • If recordings are requested, provide timely copies in appropriate formats, as determined in consultation with the requestor

Requestor/Instructor Responsibilities

  • Become familiar with the operation and care of standard classroom AV systems
  • Shut off projectors and AV systems when finished and coil cables on the reels or hooks provided
  • Reserve classroom support staff and additional equipment at least 7 days in advance
  • Complete the Media Services Equipment Reservation Request Form
  • Ensure adequate time is allowed for setup and takedown of AV equipment, we suggest at least 10 minutes
  • Inform Media Services promptly of any problems with AV systems by emailing mediaservices@macalester.edu

Event Support

Media Services Responsibilities

  • Provide reliable audiovisual equipment
  • Provide staff support before event and during event, as appropriate
  • Setup and demonstrate equipment in good time before event starts, as appropriate
  • Events are supported by trained student staff and/or professional staff, as determined in weekly operations meetings with Media Services, Special Events and Campus Activities and Operations
  • Student staff support is available free of charge days, evenings and weekends
  • The Technician, subject to availability, is available at no charge during regular business hours and for an hourly charge after hours
  • Assistance with special AV equipment needs, live streaming and recordings, as requested
  • If recordings are requested, provide timely copies in appropriate formats
  • Coordinate and manage equipment rentals and outsourced AV support when needed

Client Responsibilities

  • Make reservations for support at least seven days in advance
  • Use the online Media Services Equipment Reservation Request Form
  • Ensure adequate time is allowed for set up, demonstration/testing and takedown of AV equipment
  • Provide FOAPAL account number to charge for after hours evening and weekend event support overtime for the Technician, when needed
  • Provide FOAPAL account number for any needed equipment rentals or outside vendors
  • Acquire public performance rights when needed for use of copyrighted materials. For more information, see Macalester College copyright guidelines page.

Support Provided by Venue

The following event spaces are reserved by contacting Reservations at 651-696-6638 or reservations@macalester.edu.

John B. Davis Lecture Hall, Campus Center

  • AV systems: video/data projection, DVD player, document camera, public address system, audio recording, podium with built-in AV control panel
  • Seating capacity = 260
  • Student staff in projection booth is present for all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Campus Center Conference Rooms 204, 205, 206, 214, 215

  • AV systems: video/data projectors or large flat screen displays, DVD players
  • Seating capacity = 10–16
  • Student monitor stationed at desk in hallway can provide support
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Alexander G. Hill Ballroom, Kagin Commons

  • AV systems: video/data projection (2 screens) DVD player, public address system, audio
  • Maximum seating capacity = 600
  • Student staff is present for all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Weyerhaeuser Board Room, Weyerhaeuser Hall

  • AV systems: video/data projection, DVD player, public address system, audio recording
  • Maximum seating capacity = 180
  • Student staff is present at the start of all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Davis Court, Markim Hall

  • AV systems: video/data projection, DVD player, CD player(?), public address system, audio recording?
  • Maximum seating capacity = 22
  • Student staff is stationed at the information desk near the main entrance and present for all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Weyerhaeuser Memorial Chapel

  • AV systems: public address system, audio recording, CD and iPod player (*Projection is not available and is not recommended in this space*)
  • Maximum seating capacity = 350
  • Student staff (Chapel monitors) are present for all events
  • Chapel monitors trained on the AV system are located downstairs and available anytime the Chapel is open
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Hall of Fame, Leonard Center

  • AV systems: video/data projection, public address system
  • Maximum seating capacity = 72
  • Media Services support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Harmon Room, DeWitt Wallace Library

  • AV systems: video/data projection
  • Maximum seating capacity = 33
  • Student staff is present at the start of all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Smail Gallery, Olin – Rice Science Center

  • AV systems: public address system
  • Maximum seating capacity = 150
  • Student staff is present at the start of all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Lowe Dayton Commons

  • AV systems: public address system
  • Maximum capacity = Varies according to setup
  • Student staff is present at the start of all events
  • Media Services professional staff support may be provided, as requested or as determined in the weekly operations meeting with Special Events and Campus Activities and Operations

Mairs Concert Hall, Music Building

  • AV systems: video/data projection, DVD player, CD player, public address system, audio recording, podium with built-in AV control panel
  • Maximum capacity = 350
  • Media Services professional staff support may be provided, as determined by the Music department or Special Events