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Club and Society Requests

Feds Clubs, CampusRec Clubs and Societies

Student Societies and Clubs (Non Feds)

Feds Clubs, CampusRec Clubs and Societies

Feds Clubs wishing to book AV equipment need to fill out an AV Authorization request form at the Federation of Students offices (SLC-2127; Karl Kliewer) and submit it in person, to ITMS Equipment Stores (MC 1063) at least 48 business hours in advance of the date when the equipment is to be picked up. Advanced notice is mandatory. CampusRec Clubs must also fill out the AV Authorization request form which they can obtain from the Athletics & Rec Services office (PAC 2049, Adam Steeves).

Equipment Pick Up

It is the responsibility of the person(s) named on the form to pick up the equipment from the ITMS Equipment Store Room (MC 1063) at the agreed time. For evening events, the equipment can be picked up after 3:00pm and before 4:30pm. ITMS Equipment Stores is open M-F from 8am-4:30pm, unless otherwise posted.

Equipment Use

The equipment is to be used on campus and is not to leave the campus at anytime, for any reason. If kept overnight, store equipment in a secure, dry location. Failure to comply with on campus use or storage is cause for termination of the AV use for your club. Repair or replacement costs for equipment will be reimbursed by the Club using the equipment.

Equipment Returns

The equipment is to be returned at the agreed time: immediately after use, or no later than 8:30 am the next business day. A $50/day late fee will be charged to the club if equipment is returned late; charges start on the day it was to be returned. Failure to return the equipment on time is cause for termination of the AV use for your club.

Equipment Availability and Types of Events

A wide range of equipment is available for use for FEDS Club events. Details regarding the specific equipment used, and the type of event for which it is used, must be filled out on the form before it can be authorized and submitted. Any changes need to be reauthorized and resubmitted (again, 48 hours prior to the pickup time). Please contact us in advance if you have any questions about equipment and its use.

Portable Equipment for General Events and Presentations:

Portable equipment is available at NO CHARGE for most types of general presentations and events. This includes data projectors for PowerPoint presentations, public address equipment, etc. If a club is charging an admission fee to the event, then rental fees will be charged for the equipment.Please note: our public address equipment is not suitable for use as amplification for bands.

Data Projectors used for Entertainment:

Our budget is directed for classroom use. Data projector bulbs wear out and are expensive to replace. As a result a minimum $40 fee will be charged when a portable data projector is used to show a movie or for other similar entertainment purposes.

Use of Podiums/Projectors in e-Classrooms:

To use the podium and/or projector in an e-Classroom we require Clubs to book one of our operators. A minimum $85 fee will cover the use of e-Classroom equipment and the assistance of our operator for 3 hours (this fee includes the use of the equipment if a movie is shown). Any Additional hours will be charged at $15.00/hr. Operators are only allowed to work until 10:30pm.

NOTE: COPYRIGHT RELEASE FOR PUBLIC SHOWING OF VIDEO MUST BE OBTAINED.

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Student Societies and Clubs (Non-FEDS)

Student Societies must book equipment through their respective departments to access AV equipment or podiums installed in classrooms. This assures ITMS that the department involved is aware of the monetary value and the responsibilities it assumes for granting open access to these groups.

Use of Podiums/Projectors in e-Classrooms

Keys for the use of an AV podium and/or projector in an e-Classroom need to be booked through the Society’s respective departmental office and then picked up from the ITMS Main Office (MC 1052). Podium use is available free of charge for general Society meetings. Decisions regarding availability and charges for podiums for other types of Society events (such as entertainment, see below) will be made at the discretion of ITMS Staff. For some types of events it may be mandatory to book an ITMS operator.

Use of Portable AV Equipment

It is the responsibility of the named individuals from the Student Society to pick up the equipment from the ITMS Equipment Store Room (MC 1063) at the agreed time. For evening events, the equipment can be picked up after 3pm and before 4:30pm. ITMS Equipment Stores is open M-F from 8am-4:30pm, unless otherwise posted.

Equipment Use

The equipment is to be used on campus and is not to leave the campus at anytime, for any reason. If kept overnight, store equipment in a secure, dry location. Failure to comply with on campus use or storage is cause for termination of AV use for your Society. Repair or replacement costs for equipment will be reimbursed by the Society using the equipment.

Equipment Returns

The equipment is to be returned at the agreed time: immediately after use, or no later than 8:30 am the next business day. A $50/day late fee will be charged to the club if equipment is returned late; charges start on the day it was to be returned. Failure to return the equipment on time is cause for termination of the AV use for your Society.

Equipment Availability

A wide range of equipment is available for use for Society events. Please contact us in advance if you have any questions about equipment and its use. Portable equipment is available at NO CHARGE for most types of general presentations and events. This includes data projectors for PowerPoint presentations, public address equipment, etc. If a Society is charging an admission fee to the event, rental fees will be charged for the equipment. Please note: our public address equipment is not suitable for use as amplification for bands.

Use of Data Projectors (Portable and Podium/Installed) for Entertainment

Our budget is directed for classroom use. Data projector bulbs wear out and are expensive to replace. As a result, to use a portable data projector for a movie (or other similar entertainment purpose) a minimum $40 fee will be charged. To use a podium/installed projector in an E-Classroom for a movie (or other similar entertainment purpose) an $85 fee will be charged (which will include the assistance of an ITMS operator for 3 hours). Any additional hours for operator’s time will be charged at $15.00/hr and operators are only allowed to work until 10:30pm.

NOTE: COPYRIGHT RELEASE FOR PUBLIC SHOWING OF VIDEO MUST BE OBTAINED.

*All equipment is loaned out, or access granted, on the condition the user, or sponsoring body, is responsible for any loss or damage to the equipment while it is on loan to them at today's repair or replacement cost.

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