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Note: If you are not a Whitman Faculty, Staff, or student and are requesting support, please refer the services and support we have available for "external groups." |
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As the person who is planning/hosting the event, you are considered the Sponsor of the event, which means:
As the sponsor, you will be Classroom and Event Technologies (CET) point of contact for everything related to your event support request.
You are required to be at the event, or the rate of support will be that of external events ($60/hr.)
If you are unsure of what services and equipment we provide, please contact us prior to committing our support to an event.
You are responsible to communicate with any guest speakers that presentations must be accessible through google drive, iCloud account and/or on a thumb drive. All auditorium spaces are equipped with Windows PC computers and to prevent connectivity issues the use of personal laptops are not permitted.
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You Need To Do
If you aren't doing so already, make sure you are working with Conferences and Events to schedule and arrange location/room details for your event. This is the very first step - prior to contacting CET for tech support.
Please be advised that certain areas on campus lack installed technology but are frequently used for meetings and events. For these locations, if amplification is needed, reach out to Conference and Events to request a PA system. CET can supply catchboxes and assist with specific audio and microphone needs. However, for events requiring visual presentations, CET can only provide projection setups in selected non-technical spaces due to accessibility considerations. We recommend emailing us at cet@whitman.edu to inquire about the space you have in mind prior to reserving and making any announcements. Please note that the selected non-technical spaces will incur a $75 setup fee. This charge accounts for the effort involved in transporting, setting up, connecting, disconnecting, and taking down the necessary equipment, as well as moving it across campus. Example: Allen Reading Room in Penrose Library is a non-technical space that can have sound amplification (PA system from CES) but please consider a different location if your meeting/event needs visual presentation.
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Please feel free to contact us with questions. There are no stupid question, and we'd love to hear from you!
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Services CET Provides
Set-up of equipment 30-45 minutes prior to event start time. It is important that event organizer(s)/presenter(s) arrive on time for setup. If the organizer(s)/presenter(s) is unable to arrive on time, please notify us via email beforehand. In the event that no prior email communication is received and the organizer(s)/presenter(s) arrive less than 10 minutes before the scheduled start time, an additional fee will be added.
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Note: Streaming services for events are not available in all campus locations. Learn more about our Streaming Services. |
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CET Does NOT
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Provide
Storage of video recordings
Video or audio editing.
Distribution of recordings (for example, selling, duplication, etc). Recording distribution available via the Library Archives
More than one support technician per event.
Creation of Zoom Meetings.
Management/Facilitation of Zoom Webinar Chats and/or Q&A
Advancement of PowerPoint or other presentation slides.
Responsibility for sound cues.
After the room lights are initially set for your event, we will not run/change room lighting
Hunting down recording permission form(s) from speakers/performers/their agents. The event sponsor is responsible for coordinating the prompt submission of this form(s).
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CET Can Provide
Laptop for presentation (Mac and Windows available)
Microphones
Lectern stationary mic
Wireless handheld mic
Wireless lapel mic
CatchBox Throwable mic for audience
Presentation projection/display (example: powerpoint)
Presentation remotes (laser pointing, advances slides)
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CET Will NOT
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Additional lighting. We only turn on what is already readily usable in your event’s venue.
Portable sound systems for outdoor events. Please contact Conferences and Events for this request.
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CET Hours and
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Availability
Hours
CET is available to support events during the following times:
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The time of an event dictates the fee structure (see Cost/Fees section below). |
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Due Date:
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Your request for servicesMUST BE SUBMITTED TO US AT LEAST 14 (FOURTEEN) DAYS BEFORE YOUR EVENT. |
We are only able to accommodate late requests at our discretion based on staff availability. If we accept your late request, you will be charged a $150 late request fee on top of the other regular costs/fees.
Exceptions can be made for faculty/staff job position searches, where we need a minimum of (2)two business days when the support needed occurs during Business Hours and (5)five business days if support is needed occurs during Non Business Hours.
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For Services and
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Equipment
Equipment costs
FREE. We do not charge for the use of equipment.
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