Audiovisual (AV) Policies

MIT Audiovisual Services has moved from the Division of Student Life and is now part of Information Systems and Technology.

Payment for Services: AV Services accepts valid MIT Cost Object or check for payment. If paying by check, a deposit may be required.

AV Request Policy: Best practice is to request AV services and support as early as possible as our staff is limited. Late requests put a tremendous strain on staffing and equipment. For events held during business hours (Monday through Friday, 8am-5pm), make your request at least 7 business days prior the date of service. For events held during evenings, weekends, or holidays, make your request at least 14 business days prior to the date of service. Be sure to allow more time for larger events. If we are able to accommodate a late request, services may be subject to an increased cost. If AV Services is not able to accommodate your request, we will provide you with a list of area AV vendors who may be able to assist you.

AV Cancellation Policy: You must cancel your AV request no later than 3 business days before the first day of service to avoid any fees. A late cancellation (2 business days or less) will result in charges for labor and any costs incurred by AV Services to secure external vendors. Cancellations due to natural disasters or unexpected MIT closings are exempt from any late cancellation fees. Some events, depending on sourcing external vendors and other factors, may have different cancellation policies. Any additional policies that apply to your event will be provided to you for your review and acceptance during the event planning process. Your approval will be needed before the event is confirmed by AV Services.

Off-Campus Events: AV Services typically does not offer equipment or labor services for off-campus events. This enables us to concentrate our efforts on supporting students, faculty, and staff within MIT. AV Services staff can provide recommendations for outside AV vendors for off-campus events. If your campus event is being held in an MIT-owned building close to core campus, AV Services may be able to assist you, dependent upon the actual location and details of your event. If AV Services is able to support your off-campus event, there may be additional costs.

Labor Charges: Labor charges for event support will be, in most cases, greater than the duration of the actual event. This additional labor is necessary for event planning, setup, testing, and breakdown of equipment. Estimated labor costs (in addition to any equipment rental and other costs) will be provided in an estimate by request. Technician Services carry a 4-hour minimum labor charge Monday through Friday, and an 8-hour minimum labor charge on all Weekends and Holidays.  Overtime rates apply Monday through Friday 5pm to 8am, and on all Weekends and Holidays.  Holiday labor rates apply during MIT and/or US Federal Holidays.

Power-Strips and Extension Cords: AV Services provides extension cords and power strips necessary to provide AC power for AV equipment being used during an event. This can include podium/lectern locations and panelist/head table locations as needed. AV Services cannot provide extension cords and power strips for event participants. To request power for event participant locations (e.g., demonstration tables, seating areas, poster session locations) contact MIT Facilities.

Use of Client-Owned or Client-Provided AV Equipment: No client-owned and/or client-provided AV equipment can be used in conjunction with AV equipment provided by AV Services unless agreed to in writing by AV Services before event support is confirmed. Requests to add and/or connect client-owned or client-provided AV equipment to equipment provided by AV Services (including installed AV systems being used for the event) may be denied. Clients may provide and use their own laptop or other similar device for presentation.

AV Services is not responsible for client-provided laptop or other presentation devices, and cannot diagnose or repair functionality or configuration issues on client-owned or client-provided devices. The quality and reliability AV equipment not owned by AV Services cannot be guaranteed, and AV Services may insist on using equipment owned and serviced by AV Services as opposed to client or department owned equipment at the location of the event. Rental costs will apply to all equipment provided by AV Services.

Changes to Event, e.g., Scope, Location, Date: Any changes to event scope, location, date, time, or other factors may increase or decrease the cost of supporting your event. AV Services may not be able to accommodate some or all changes requested after details of your event have been confirmed and services have been scheduled.

Equipment Rental Pick-Up and Returns: A valid MIT ID is required. Present your digital MIT ID or your physical ID card during equipment pick-up. Your equipment pick-up and return schedule must be coordinated with Audiovisual Services staff prior to the day of the pick-up and return. If you are unable to pick up your rental equipment during the day and time assigned to you, inform Audiovisual Services immediately to coordinate an alternative pick-up schedule. If you do not arrive during the scheduled pick-up day and time, you may not be able to complete the pick-up. LATE FEES: You must return the equipment on the scheduled day and time assigned to you. If you are unable to return the equipment at your scheduled day and time, you must inform Audiovisual Services immediately to coordinate an alternative pick-up schedule. Equipment returned after the scheduled date and time may be subject to late fees. Late fees are charged by the day at standard daily rental rates.