Guidelines for Working with Media Services

Please arrange for your media equipment or service through Event Services at the time you book the room for your event. Event Services can best advise you which rooms already have the media equipment you need.

If your media service or equipment needs change after you book your event, please notify Event Services.

Portable equipment is available when necessary. However, because portable equipment requires scheduling extra labor for setup and teardown and is harder on the equipment itself, please request portable equipment only when a suitable room with installed media equipment is not available.

Media Service and Equipment Requests

Event Services will soon be handling the details of media equipment and media service requests. However, until these new procedures are put in place, please complete a formal request for equipment or services from Media Services using this online equipment reservation form or this printable reservation form.

Advance Notice

Requests for service or equipment that is needed during normal business hours (8:30-4:30 M-F) should be made at least three days in advance to allow time for scheduling personnel and equipment.

For evening or routine weekend events at least two weeks advance notice is appreciated, and more time is appreciated for large evening or weekend events. Requests may not be honored, depending on length of advance notice, availability of suitable equipment and availability of trained personnel.

• Faculty:  Please notify Media Services at least a week before the beginning of each semester for any recurring needs you may have for special equipment (such as a portable projector).
• Large and Special Events:  For large and special events, please contact Media Services well in advance.

Media Services will be responsible for delivery and pickup of equipment unless otherwise noted.

Malfunctioning Equipment

If you notice equipment that is not functional or needs attention, please provide detailed information to Media Services.Please do not leave a note on the equipment. Report an equipment problem.

Equipment Training

Faculty may contact Media Services for training on classroom equipment. At the discretion of the Media Services staff, a technician may be required for operation of equipment.

Equipment Use

Equipment is available for seminary purposes only, and is restricted to the guidelines below. Any exceptions to this policy will be made at the discretion of the Media Services staff.

1. Coursework Priority will be given to use by faculty, staff and students as it relates to the course objectives of the seminary curriculum. Students must have authorization from a course instructor to use Media Services equipment.
2. Official Seminary Events Official organizations of the seminary may use equipment for on-campus events. Seminary faculty and staff conducting off-campus seminars may arrange to borrow specialized equipment when necessary, and when it is not available at the off-site location.
3. Public Events on Campus Event Services can provide outside organizations with the information they need to use some installed equipment, such as projectors and HDTVs. Rental fees apply. Portable equipment is not available to outside organizations.

To contact Media Services: Tom van Deusen, Media Services Manager, 651-641-3256 or e-mail mediaservices@luthersem.edu