Whitman Faculty, Staff and/or students who are planning/hosting an event

Getting Started

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. 

• 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. 

• Please feel free to contact us with questions.  There are no stupid question, and we'd love to hear from you!

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. 

• Staff to operate technology: If you need a support technician to stay for the duration of your event, we can provide one person to do this (Cost/Fees) 

• Video Recording (not a live broadcast, instead people can watch it later).  CET will provide the event organizer a link to the recording that will be accessible for 14 days. It is the event organizers responsibility to download and keep the recording in a safe place if they need it for future use. After 14 days the recording will no longer be accessible.

  • CET has 4 (four) business days to process recordings and get a link shared to the event organizer.

• Faculty/staff job position search recordings:

  • Please submit a request in Coursedog a minimum of (2) two business days when the support needed occurs during Business Hours and (5) five business days if support is needed during Non Business Hours (see “Service Hours and Availability” for more on hours)

  • Candidate recordings are recorded by a member of the search committee. This is done by creating a Zoom Meeting and then downloading the recording once finished (CET is not involved in this process). 

    • Please make sure in your zoom meeting settings that you have it set to record to the CLOUD.

  • Recording permission forms are not required to record candidate searches. 

  • CET Late Fee is WAIVED for Candidate Searches - please make sure to get your request in according to the timeframes listed in the first bullet of this section.

  • CET will assist with setting up only; We will arrive 10 minutes before the start time and expect the candidate and organizer to be there at this time as well. If they are not then there will be a fee applied.

  •  It is the search committee's responsibility to log out of devices at the end of the interview and turn everything off. CET will not return to do this.

  • All presentations must be accessible via the organizers Google Drive, iCloud, or a USB thumb drive. Please DO NOT email CET the presentations in advance.

  • The use of personal laptops is not permitted in Auditorium spaces or the Ballroom and it is strongly recommended in classrooms that candidates use the room computer to avoid connectivity issues and delays.

  • If your presentation includes audio files or clips, please inform us in advance to ensure proper setup.

  • As long as the set up time for the interview falls within business hours (M-F 8am-5pm) there is no fee associate. 

• Streaming your event:

  • Vimeo Livestream - this is a video stream that has no interactivity, it is only available to be watched live (i.e. viewers can not chat, ask questions, etc)

  • Zoom Webinar - this is an interactive video stream, which allows for two way communication (including chats, questions, etc).  Note that Zoom Webinar is not the same product as Zoom Meetings.

  • Zoom Meeting in Auditoriums - typically we do not recommend, nor support, a normal zoom meeting in an auditorium space; however there are times that it will make more sense to schedule the zoom component of your event as a zoom meeting rather than a zoom webinar. Please discuss your event needs with CET prior and always select zoom webinar on the event support request. CET will provide the proper guidance if a meeting is more ideal than a webinar. With that being said, we want to make it clear that if you will be having any Zoom component as part of an event held in one of the available auditorium spaces on campus, there is a fee and CET is required to stay for the duration of the event. 

  • Video/Film showings - includes DVD/Blu-Ray, online videos, streaming services

Services CET Does NOT Provide

• Storage of video recordings past 14 days of event

• Video or audio editing.

• Distribution of recordings (for example, selling, duplication, etc). 

• 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).

Event Equipment 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)