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IITS - SERVICE CENTRES S-H-421, S-MB-S2.145, L-CC-207
IITS EQUIPMENT LOAN AND RENTAL GUIDE This document describes the IITS service to supply live event support and audio visual equipment for free loan or paid rental to the University community and, where applicable, to outside clients. It includes fixed equipment in University spaces, portable equipment, and wireless network access. CLIENT CLASSIFICATION Faculty, staff, and students of Concordia must provide valid University identification and be actively employed or registered for University studies. Internal Academic Events hosted by professors or students in support of credit courses directly linked to a course or academic requirement with no additional registration fee Exams Office Centre for Teaching and Learning Services
Preferred All internal departments not linked to a course or academic requirement Internal student groups and members of Alumni Associations. Non-profit organizations outside the university
External External agencies Any group not included above
No charge within IITS budgetary limitations except for materials and/or external services required.
Preferred rates apply for loans and services including setup and strike. Materials and external services are extra.
External rates apply for loans and services including setup and strike. Materials and external services are extra.
SERVICE CENTRE LOCATIONS AND CONTACTS Hall Service Centre Location: S-H-421 Telephone: 514-848-2424 x.3435
MB Service Centre Location: S-MB-S2.145 Telephone: 514-848-2424 x.5998
Loyola Service Centre Location: L-CC-207 Telephone: 514-848-2424 x.3466
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GUIDELINES FOR LOANS & RENTALS FOR EVENTS Booking process and pricing policy Booking for events in Hospitality Concordia managed venues are processed through “MyEvents” and are assigned an event coordinator which manages the entire booking including equipment and technicians. For events in non-Hospitality Concordia managed venues, bookings are processed directly through Concordia’s IT Service Catalogue. (http://www.concordia.ca/it.html) and are assigned an IITS booking agent. Changes to requests and technicians can be made up to 3 business days in advance for weekday events and up to 5 business days in advance for weekend events, by communicating with either the Hospitality Concordia event coordinator for Hospitality managed venues or the IITS booking agent. It is the responsibility of the client making the booking to make sure all details are known including accessories that may be needed and budget code for internal academic or preferred rentals. All event bookings and rentals should be referred to the booking agent. Total rental cost is determined at the time of booking based on prices in this guide and details provided by the client. Prices listed do not include taxes – no taxes are added to expenses that are charged to a University budget code. The client accepts responsibility for loss or damage to equipment while on rental or loan. IITS Technician support Events on campus may request the services of an IITS technician for equipment set up and strike and operator presence during the event. Internal academic or preferred clients who are proficient with the set up and operation of the equipment may do this work themselves. On-call service is available during business hours for technical malfunctions on a best effort basis from the nearest Service Centre. There are standard charges for a setup and strike that apply to most events. Setups that take longer than one hour or require more than one technician may be charged more than the standard charge. A separate strike fee is charged when more than one technician is required for the tear-down. Services of a technician for the duration of an event are charged separately and must be requested when the equipment is booked. A minimum of 3 hours is charged. Classroom technology Usage of classroom technology equipment must be booked separately through “MyEvents” and is charged based on the published price list at the end of this guide. When renting classroom equipment, IITS will provide a key to access the equipment, assistance with the operation of the equipment and, if necessary, a log-on username for the classroom computer. A client-owned laptop computer may be used in any classroom, but will not reduce the rental costs. Technical support for classroom equipment is provided with the room rental for events held during the nearest Service Centre’s business hours. This does not include the presence of a technician for the duration of the event. Special software installations that may be needed for the event are not included in the rental. Additional charges apply and advance notification is required for the installation, testing, and removal of any specialized software required for an event. Wireless network access Most internal academic and preferred clients have access to the “ConcordiaUniversity” network free of charge. Clients from participating eduroam institutions have access to the “eduroam” network free of charge. Access to the “ConcordiaGuest” network must be requested through “MyEvents”, a Hospitality Concordia event coordinator, or the IITS booking agent. Internal academic, preferred, and external clients requiring “ConcordiaGuest” access are subject to fixed rates based on the number of expected participants: < 10 participants Free 10 to 50 participants $40 per day th
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51 to 100 participants $100 per day 101 to 500 participants $200 per day > 500 participants Rate must be negotiated Requests for client wireless network access not related to an event, must be sent to the IITS Service Desk at: http://www.concordia.ca/iits/services/internet-phones/wireless-network.html
Configuration of wireless equipment Technical support for configuring laptops and other portable devices for the university wireless network is available at no charge through the IITS service counters at S-H-925, S-H-421, S-MB-S-2.145, and L-CC-207. This service may be requested on-site for any event and standard technician rates apply, including the minimum 3 hour charge. Videoconferencing All requests must be submitted a minimum of 5 business days in advance to ensure service requirements can be defined and tested beforehand. Standard technician rates apply, including the minimum 3 hour charge on all requests as videoconference events must be tested in advance and serviced by a technician on-site. External clients are subject to a virtual meeting room fixed rate of $125/hr in addition to the standard technician and event fees. Computer labs Computer labs operated by IITS are booked through Concordia’s IT Service Catalogue (http://www.concordia.ca/it/services/computer-labs-teaching-use.html). Labs are rented provided the rental does not adversely affect students and classes who would normally use the lab. Rental requests may be declined during busy periods of any semester. A computer lab rental includes the services of all the installed equipment in the lab – normally between 20 and 30 computers connected to the central Concordia network. Special software installations that may be needed for the event are not included in the rental. Additional charges apply and advance notification is required for the installation, testing and removal of any specialized software required for an event. Rental rates are provided at the end of this document. Cancellations IITS must be notified immediately when an event has been cancelled to avoid unnecessary costs and charges. Cancellation charges apply when direct costs have been incurred prior to the cancellation. For example, there will be charges for any work done, technicians hired or other expenses incurred prior to the cancellation notification. If the technician requested for the event has committed to work then the minimum 3 hour technician charge will apply. Full event charges apply for “no-show” events. Special Considerations For The Loyola Jesuit Hall & Conference Centre – LJH&CC Rooms in the Loyola Jesuit Hall & Conference Centre are seen as regular classrooms but due to their unique configuration can only be booked choosing one of the following two options. Any services beyond the standard classroom environment require an on-site technician for a minimum of 3 hours (option 2). Option 1: Standard classroom environment (No on-site technician or support) Only internal academic or preferred clients may choose this option. IITS will remotely ensure that standard room controls are available to the client through the Crestron panel. No on-site support will be provided. If a technical malfunction occurs, support is provided from the Loyola Service Centre during regular business hours, on an on-call best effort basis with priority given to regular classrooms. Configuration changes to the room and training/orientation is not provided.
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A fee of $35.00 to set up an IITS laptop and/or microphones will apply for non-academic events that have no onsite technician present.
Option 2: On-site technician On-site technician billable for a minimum of 3 hours and can be requested or required for the duration of the event depending on the services requested. Events requiring technical services in more than two rooms require the services of two technicians. Technicians arrive 1 hour before the event for setup and are required for a minimum of 2 hours into the event. If a technical malfunction occurs following the technician’s booked period, support is provided from the Loyola Service Centre during regular business hours, on an on-call best effort basis with priority given to regular classrooms. Audio visual equipment usage rate includes a laptop and up to 4 microphones. GUIDELINES FOR LOANS & RENTALS FROM THE SERVICE CENTRE COUNTER Booking process and pricing policy Bookings may be made by phone or in person at the counter. Bookings should be made 3 working days in advance to ensure availability. Base rental period is one day. One day is 24 hours or less. Weekend rental for equipment picked up at the Service Centre is charged at twice the daily rate. Prices do not include taxes. There are no taxes on expenses charged to a University budget code. Equipment must be returned by the end of the loan period or fines will apply. PA systems, data projectors, projection screens, and laptops are for use on campus only. Loans and rentals from the Service Centre’s include technical assistance at the counter only. Valid University Identification required when picking up equipment. The client accepts responsibility for loss or damage to equipment while on rental or loan. Priority Priority is given to faculty and students for credit courses. Internal academic or preferred users may reserve equipment up to three weeks in advance on a first come, first served basis. Maximum borrowing time is 3 days during the fall and winter semesters and is subject to availability. Loans may be renewed only if the equipment is available to a maximum of 3 additional days. Weekend borrowing, over the counter, may begin from 18:00 Thursday. Weekend loans must be returned by 10:00 on the first working day of the week (usually Monday.) Card-carrying members of the Alumni Associations may rent equipment and facilities only if they are available at pick-up time. They may not reserve equipment in advance. Services to Alumni are only available through the Loyola Service Centre. Late returns, fines & cancellations Fines are applied to equipment that is returned late, whether loaned or rented. Up to 4 hours late; the fine is 50% of the daily internal academic rental rate. Greater than 4 hours late; the fine is the daily internal academic rental rate. Borrowing will be suspended until the fine is paid. Clients who are habitually late may have borrowing privileges suspended for the term. Equipment reserved for pickup will be held for one hour past the pickup time. After that the booking is automatically canceled and becomes available to anyone on a first come, first served basis.
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EQUIPMENT AVAILABLE
Daily internal academic rental rate
Daily preferred rental rate
Daily external rental rate
No Charge No Charge No Charge
$65.00 $100.00 $110.00
$95.00 $165.00 $200.00
TECHNICIAN SERVICES TECHNICIAN RATE (per hour, minimum 3 hrs) SETUP (includes strike) STRIKE (when more than one technician is required for tear down)
No Charge No Charge No Charge
$35.00 $35.00 $20.00
$45.00 $45.00 $20.00
FIXED INSTALLATIONS (Includes setup & strike - technician is extra) Audio visual equipment usage in a regular classroom (incl LJH&CC) Audio visual equipment usage in H-937, MB 1.210, SP-S110 Computer Labs H-517, H-923, CC-213, CC-215 Media Lab Station (transfer, video or sound editing. Rate is per hour)
No Charge No Charge No Charge No Charge
$50.00 $100.00 $300.00 $10.00
$100.00 $200.00 $600.00 $20.00
PORTABLE EQUIPMENT (On-campus use only) LAPTOP VIDEO/DATA PROJECTOR VHS VCR OR DVD PLAYER TV (ANY FORMAT) MEETING AUDIO RECORDING KIT (setup included) DJ SCREEN (7X10) (Requires 2 techs to set up – extra) MICROPHONE WIRELESS MICROPHONE (lapel or hand-held) Small PA speaker (Fostex)
No Charge No Charge No Charge No Charge No Charge No Charge No Charge No Charge No Charge
$25.00 $50.00 $10.00 $15.00 $55.00 $30.00 $10.00 $15.00 $20.00
$50.00 $100.00 $20.00 $30.00 $110.00 $60.00 $20.00 $30.00 $40.00
PORTABLE EQUIPMENT FOR GENERAL USE (available at Loyola only) OVERHEAD TRANSPARENCY PROJECTOR 35 mm SLIDE PROJECTOR TRIPOD SCREEN CD PLAYER (ALL TYPES), CASSETTE RECORDER DAT RECORDER DIGITAL AUDIO RECORDER MINI-DV VIDEO CAMERA HD VIDEO CAMERA DIGITAL STILL CAMERA TRIPOD
No Charge No Charge No Charge No Charge No Charge No Charge No Charge No Charge No Charge No Charge
$10.00 $10.00 $10.00 $10.00 $10.00 $20.00 $25.00 $40.00 $25.00 $10.00
$20.00 $20.00 $20.00 $20.00 $20.00 $40.00 $50.00 $80.00 $50.00 $20.00
VIDEOCONFERENCING SERVICES VIRTUAL MEETING ROOM
No Charge
No Charge
$125/hr
KITS (Includes setup and strike, for on-campus events only) SMALL SOUND KIT (1 speaker, 1 mic and stand) LARGE SOUND KIT (2 large speakers, up to 4 mics and stands) DATA KIT (laptop, data projector and tripod screen) $35.00 discount applies to two kits in the same room
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