CET Support for External Groups

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Last updated: Oct 07, 2024 by Haley Lowery
3 min read

CET does not schedule External groups.  If you need to schedule a space for your event, please visit the Conferences and Events page.  Please do not email or call CET if you do not have confirmation of a completed reservation.

**Please note that Whitman College academic events will always take precedence over non-academic**

CET will provide the following support for external groups:

  • Set-up 30 minutes before the start of your event.  
  • We guarantee one support person on weekends and after business hours (after 5:00 p.m. Monday through Friday). Outside groups are required to have a technician for the duration of the event. There is a minimum 1 hour setup and take down fee automatically applied (30 mins. for setup and 30 mins for take down). The setup time is dependent on the event organizers preference. Our team is always happy to arrive earlier if that is preferred and/or necessary in order to make sure the event begins on time. 
  • The technician fee is $60/hr.
    • Cost of equipment that is available upon your request: prices are per item/per hour
  • Lectern with built in computer/laptop for presenting (Auditoriums and the Ballroom have a windows PC computer installed - please note, we do not connect personal devices in our auditoriums/ballroom. It is expected that the installed computer be used and all presentations/documents are accessed via google drive, iCloud account, and/or brought on a thumb drive). $20/hr.
  • Presenter Remote $5/hr.
  • Use of a data projector - included with the location reservation
  • Setup room lighting - this is for initial setup. CET does not "run" lights during lectures or performances - included with the location reservation
  • Provide audio reinforcement with one or multiple of the following -  
    • Lectern microphone $10/hr.
    • Wireless lapel microphone $10/hr.
    • Wireless handheld microphone $10/hr. 
    • Catchbox (throwable) microphone for amplified audience participation $10/hr. 

What we don't provide for external groups:

  • Video record your event
  • Streaming of events (including vimeo and zoom) 
  • Bring in additional lighting
  • Provide more than one support technician
  • We will not advance your presentation slides, be responsible for sound cues, or change lighting during your event
  • We will not set up portable screens or provide sound reinforcement that isn't built into the venue

How to request support:

  • Start by contacting Whitman's Conferences and Events Department. They will send you a PDF form that will ask you to fill in the below information. You will then send this back to them and they will provide you with a total. Following that communication please send an email to cet@whitman.edu with the PDF form attached and our team will further communication with you about any other specific details as well as make sure that your event gets placed on our calendar. 
    • Name of Event
    • Name, Email, and Phone Number of Point of Contact
    • Event Location on Campus
    • Date of the Event
    • Start time of the Event
    • End time of the Event
    • Choose the equipment you would like to use:
      • Use of projector
      • Lectern Microphone
      • Wireless Handheld Microphone
      • Wireless Lapel Microphone
      • Catchbox Throwable Microphones
      • Presenter Remote
      • Show Film (please list film format - streaming service, DVD, Blu-ray, hard disk, etc.)
  • Requests must be received at least two weeks before your event to guarantee support.  
    • Late requests will receive an additional $150 fee (if we have the personnel to support the late request)

**If equipment is lost or damaged during an event, the external group must cover the replacement costs.