IMS Support for External Groups

Owned by Former user (Deleted)
Last updated: May 14, 2024 by Jon Loney
2 min read

IMS 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 IMS if you do not have confirmation of a completed reservation.

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

IMS will provide the following support for external groups:

  • Set-up 30 minutes before the start of your event.  
  • Provide a presenter remote 
  • 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. This includes an extra half hour for set-up and takedown. The technician fee is $75/hr.
  • Provide a laptop for presenting (auditoriums and the Ballroom have a windows based computer) 
  • Provide the use of a data projector 
  • Set-up room lighting - this is for initial set up.  IMS does not "run" lights during lectures or performances
  • Provide audio reinforcement with one of the following: 
    • Lectern microphone
    • Wireless lapel microphone
    • Wireless handheld microphone
    • We can provide a combination of the three for larger events that require additional sound support
    • Catchbox (throwable) microphone for amplified audience participation 

What we don't provide for external events:

  • Video record your event
  • Live streaming
  • 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:

  • Send an email to ims@whitman.edu with your tech request
  • 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 will be required to cover the replacement costs.