MIT Audiovisual Services has moved from the Division of Student Life and is now part of Information Systems and Technology.
Payment for Services: AVS accepts payment exclusively via valid MIT Cost Object or MIT TechCASH. If you are not directly affiliated with MIT, please coordinate with your MIT sponsor or venue contact to facilitate payment through one of these methods.
Service Request Guidelines: To ensure appropriate planning and staffing, please submit your AV for Events request as early as possible. Please follow the following guidelines:
- Weekday Events (Mon–Fri, 8 AM–5 PM): Submit at least 7 business days in advance.
- Evenings, Weekends, or Holiday Events: Submit at least 14 business days in advance.
- Large or complex events may require more lead time.
All requests are subject to availability. Late requests may incur additional charges. If AVS cannot accommodate your request, we can provide a list of self-service teaching and learning spaces, or connect you with external AV vendors.
Cancellation Policy: To avoid cancellation fees, cancellations must be received at least 3 business days prior to the first scheduled service date.
- Late cancellations (within 2 business days) will be billed for scheduled labor and any committed vendor costs.
- Cancellations due to official MIT closures will not incur fees other than any 3rd party vendor costs already committed and that cannot be cancelled.
Certain events may be subject to unique cancellation terms based on third-party vendor requirements. These terms will be clearly communicated prior to confirmation.
Off-Campus Events: AVS services are limited to on-campus events to prioritize MIT community needs. We can provide recommendations for external vendors for off-campus events. Support for events in MIT-owned buildings near campus may be considered on a case-by-case basis and may incur additional fees.
Labor Charges: Labor costs include time for planning, setup, testing, live operation, and breakdown:
- Weekdays: 4-hour minimum per technician
- Weekends & Holidays: 8-hour minimum
- Overtime rates apply after 5 PM on weekdays and all day on weekends
- Holiday rates apply on MIT Special Holidays, Massachusetts State Holidays, and U.S. Federal Holidays
Comprehensive cost estimates (labor, equipment, and other fees) are available upon request.
Power-Strips and Extension Cords: AVS provides power strips and extension cords only for use with AVS equipment (e.g., podiums or presentation tables). For additional electrical needs (e.g., audience charging stations or demo areas), please contact MIT Facilities.
Use of Client-Owned or Client-Provided AV Equipment: AVS systems may not be used in conjunction with client-owned AV equipment without prior written approval. Clients may use personal laptops or devices, but AVS is not responsible for their compatibility or functionality and does not offer support for them. In some cases, AVS-owned equipment may be required to ensure service quality. Rental charges will apply.
Event Changes (Scope, Location, Date, Time, Etc.): Changes to event details may affect pricing and support availability:
- Weekday Events: Notify AVS at least 7 business days in advance
- Evening, Weekend, or Holiday Events: Notify at least 14 business days in advance
Late changes may not be accommodated, especially after services have already been scheduled.
Equipment Rental Pick-Up and Returns: A valid MIT ID (physical or digital) is required for all equipment rentals.
- Pick-up and return times must be arranged in advance.
- If you’re unable to meet your scheduled time, contact AVS immediately to reschedule.
- Failure to pick up equipment as scheduled may result in cancellation of your reservation.
- Late returns may be subject to daily late fees at standard rental rates. Notify AVS if delays are anticipated.