AV for Courses:
Courses listed in the MIT Registrar’s Office (RO) Course Catalog are eligible for AV support at no cost for support and assistance using installed classroom AV infrastructure during standard service hours, Monday through Friday, 8:00 AM to 5:00 PM, excluding MIT holidays. IS&T will provide the following at no cost to the faculty, instructor, or DLC upon request:
- Live troubleshooting of installed classroom AV infrastructure (best effort)
- Group or 1:1 Instructor training and orientation for classroom AV technology
- AV needs for approved accessibility accommodations
Accessibility-related AV needs for courses should be identified as early as possible. AVS may coordinate with Disability and Access Services (DAS) or other appropriate MIT offices when classroom AV needs are connected to an accommodation.
Specialized AV Support for academic courses is available for a fee. See labor rates and equipment rental costs here. Estimates can be provided upon request. Fees will be charged to department MIT cost objects when users need one or more of the following:
- Dedicated staffing
- After-hours support
- Supplemental equipment
- Specialized production or post-production work
- Support in DLC-owned spaces
- Support for Lecture or Speaker Series not listed in the RO Course Catalog
AV for Events:
MIT community events, meetings, and other scheduled activities may require AVS review, planning, staffing, equipment, or billing coordination. These services are available to MIT Community Members. Guests of MIT are required to have an MIT community member sponsor their event and handle their billing via an MIT cost object. Event services include:
- AV technician staffing
- Equipment Coordination
- Technical assistance
- Preproduction planning
- Production services
- Vendor coordination (when needed)
Planning expectations:
Weekday event requests should be submitted at least 7 business days in advance. Evening, weekend, or holiday event requests should be submitted at least 14 business days in advance.
Cancellation Policy: To avoid cancellation fees, cancellations must be received at least 3 business days prior to the first scheduled service date.
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.
Self-Service Equipment Rental Pick-Up and Returns: In some cases, AVS Staffing is not needed, and the user is provided with rental equipment to operate in a self-directed setting, after which the equipment is returned to AVS. 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 incur daily late fees at standard rental rates. Notify AVS if delays are anticipated.
Please note:
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.
Labor charges and billing:
The following applies to both Event Support and Specialized Course support where applicable.
Labor rates can be seen here.
Labor costs will include time for planning, setup, testing, live operation, and breakdown:
- Overtime rates apply before 8 AM and after 5 PM on weekdays and all day on weekends.
- Weekdays: 4-hour minimum per technician on weekdays
- Weekends & Holidays: 8-hour minimum.
- Holiday rates apply on MIT Special Holidays, Massachusetts State Holidays, and U.S. Federal Holidays.
Billing Process:
The requester or sponsoring department should approve billable course or event work before AVS commits staff, equipment, vendor costs, or other billable resources. Cancellations or changes may affect billing if AVS has already committed staff, equipment, vendor services, or other resources.
AVS will provide an estimate or billing guidance before work begins when requests are made in a timely way. The requester or sponsoring department should approve billable work before AVS commits staff, equipment, vendor costs, or other billable resources.
Payment for Services:
AVS accepts payment exclusively via a 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.