Classroom & Event Technology (CET) / ASWC Sound & Lights Policies and Fees

Notice Required: At least 14 days in advance.
Late Notice Fee: $150 if event in Coursedog does not have an Approved/Confirmed status with less than 14 days’ of the event.
Hourly Support Fee: $25/hour if a staff member is required to stay during the event.
Setup/Take Down Only: No fee during business hours.
Short-Notice Requests: Requests made less than 48 hours before the event will be denied.

Notice Required: At least 14 days in advance.
Late Notice Fee: $150 if event in Coursedog does not have an Approved/Confirmed status with less than 14 days’ of the event.
Hourly Support Fee: $50/hour (1-hour minimum for setup/take down only).
Short-Notice Requests: Requests made less than 48 hours before the event will be denied.

Arrive on Time: Organizers/presenters must arrive on time for setup.
If Delayed: Notify CET via email in advance.
Late Arrival Fee: If no prior notice is given and arrival is less than 10 minutes before start time, an additional fee will apply.
Complex Setups: May require additional setup time—CET will notify you in advance.

Some campus areas lack built-in technology but are still used for meetings/events.

For Amplification Needs: Contact Conference and Events Services (CES) to request a PA system.
CET Support: Can provide catchboxes and certain microphone/audio setups.
Visual Presentations: Limited to select non-technical spaces due to accessibility and logistics.
Setup Fee: $75 for non-technical spaces (covers transportation, setup, connection, disconnection, and removal of equipment).
Example: Allen Reading Room in Penrose Library can support sound amplification but is not recommended for events requiring visual presentations.

Flat Fee: $75 (business hours) / $150 (after-hours).
Hourly Rates: Apply in addition to the flat fee.
Late Notice Fee: $150 if event in Coursedog does not have an Approved/Confirmed status with less than 14 days’ of the event. (strictly enforced)
Setup/Take Down: Minimum 1-hour fee applies.
Virtual-Only Events: Hourly rates apply.
Limitations: CET will not start Zoom Meetings/Webinars outside of auditoriums.
Assistance: Email cet@whitman.edu to schedule training or advanced setup.
Day-of Issues: Contact the Help Desk at ext. 4976.

Permission Forms: Must be received at least 48 hours before the event.
Responsibility: CET does not obtain signed permission forms—this is the event organizer’s responsibility.
Enforcement: This policy will be strictly enforced.

ASWC Sound & Lights Equipment Request Policy

Late Fees: $150 if event in Coursedog does not have an Approved/Confirmed status with less than 14 days’ of the event. Plus $50 each additional day for requests under 2 weeks.
72-Hour Cutoff: No equipment provided for requests under 72 hours— NO EXCEPTIONS

Sponsoring groups are liable for any lost or damaged equipment throughout the event period when sound crew is not present.

Within 12 hours: Full billing applies
Weather-related: Must notify S&L staff at least 3 hours prior to avoid charges

Technicians may leave and remove equipment if they feel unsafe or encounter drugs that could cause harm.