Special Events

Technical support of special events sponsored by SU faculty and staff is a relatively new LEMP fee-based service. Please note that there are many events for which LEMP simply does not have adequate equipment or staff resources to support. In those instances, LEMP staff may be available to act in a consulting or even a brokerage role in terms of communicating event requirements and facility information to commercial service providers.

To request support please fill out this online form: Event Support Request Form

Guidelines

The in and out of scope sections below are guidelines to assist event planners in working with LEMP and/or commercial service providers. LEMP will be as flexible as resources allow in working with these guidelines. Out of scope requests require the approval of the ITS director of LEMP.

Lead Time

Two weeks minimum, one month or more preferred

Adequate lead time is necessary to provide quality special events technical support services. Two weeks is the minimum lead time required by LEMP to plan support of a simple special event (e.g. scheduling an operator for an existing in-house system). A minimum of one month lead time is required for more complicated events, such as those requiring delivery and set up of audio, computer, or video systems. One hour is the minimum set up time required for simple events. Some events, such as the 2006 Al Gore presentation or the 2009 Shen Wei event require much more lead and set up time.

Charges

  • Laptop Rental–$50
  • Projector Rental–$75
  • PA System Rental–$100
  • Staff Charges–$30/hr. (+RCM charges as necessary)

In Scope

  • Requests with sufficient lead time and set up time
  • Events for which there are adequate LEMP staff and equipment resources to properly support
  • Syracuse University events
  • Academic or academic-related events
  • On campus events and events on University property
  • Events during office hours (After hours support depends on staff availability)
  • Special Events sponsored by SU faculty and staff

Out of Scope

  • Requests without adequate lead time and set up time
  • Events for which there are not adequate LEMP staff and equipment resources to properly support
  • Non-Syracuse University events
  • Off campus events and events not on University property
  • Outdoor events
  • Conferences
    • Multiple weekday conferences
    • Conferences requiring more than two technical support staff
  • Event production
  • Musical and theatrical events
  • Student sponsored events unless approved by Student Life and/or Student Centers and Programming Services for use of already installed systems

Contact information for ITS supported special events support

Learning Environments:

  • Andrew Wowelko- 443-5661 (primary LE contact)
  • Steven Lobello- 443-5661 (primary LE contact)

Photo & Imaging Center:

  • Steve Sartori – 443-1832

Examples of services provided

  • Consulting and event planning (a reasonable amount of time, relevant to AV needs)
  • Technical referral service
  • Coordinate scheduling and payment of CART (Communication Access Realtime Translation) operators for special events when requests are received at least two weeks in advance
  • Coordination of equipment and technical assistance provided by outside vendors if outsourcing for equipment and/or technical assistance is required
  • Provide public address systems, audiovisual equipment, and computer/video projection systems to the university community for special events
  • Technical assistance to operate equipment/systems
  • Auditoria and venue public address system operation
  • Live streaming media
  • Videoconferencing, Adobe Connect Webconferencing, and Webinars
  • Conference support (limited to single day events requiring no more than simultaneous support of two ITS staff)

Additional Resources

Outsourcing

When requested support of special events is out of scope or beyond LEMP’s ability to support, there are a number of commercial service providers that may be used. Some examples follow:

Company (Link)
Specialty Contact Phone
AudioVideoWeb Off-site hosting of live streaming 781-429-4500
Aurora of Central New York Sign Language Interpreters 422-2429
Bam Productions Backline, PA and Lighting Phil Dalessandro 315-247-1171
Caption Advantage Computer Assisted Realtime Translation Doreen Radin 492-0069
Century Decorations Rental of tables, chairs, tents, etc. Jackie Derycke 452-1240
Francis Audio Visual Display Systems, Video Bill Francis 1-800-535-4328
Professional Reporting Services Computer Assisted Realtime Translation Sally Maiorano 436-7775
Visual Technology Small PA, Display Systems David Foor 315-423-2000

Other campus resources for special event support

Support for some campus facilities may be provided internally. Certain offices may be useful in helping to plan an event. Examples follow:

Facility or Office Contact Phone Comments & URLs
Disability Services, Office of Bethany Crawford 443-4498 Coordinates auxiliary aids and services; provides access to adaptive technology.
Carrier Dome David Merriman 443-4634
Eggers Public Event Room Dean’s Office, Maxwell School of Citizenship & Public Affairs 443-2253
Event & Technical Services Scott Casanova 443-4240 Schine Student Center events only
Goldstein Alumni & Faculty Center Karen Piedmonte 443-3102
Hendricks Chapel Michelle Larrabee 443-2903
Newhouse III Events Room Dean’s Office, Newhouse School of Public Communication 443-2302
Public Safety John Sardino 443-5479
Safety Department Brian O’Hara 443-3593
Schine Student Center Scott Casanova 443-4240 Schine Student Center events only. Goldstein Auditorium, Underground, etc.
Setnor Auditorium Dean’s Office, College of Visual and Performing Arts 443-5889
Sheraton Hotel Joe Cifaratta 477-8247
South Campus Scott Casanova 443-4240 Goldstein Student Center events only. Goldstein Student Center, Skybarn, etc.
Special Events Jean Brooks 443-4631 Responsible for planning the University’s major public and private events.
Student Activities, Office of David Sargalski 443-2718
Student Centers & Programming Services Bridget Yule 443-4240 Student Centers and Programming Services (SCPS) manages the Schine and Goldstein Student Centers and Skybarn.