Audio-Visual (AV) Support for Events at Clarkson University

Overview

AVClarkson’s support is available for University-sponsored events including conferences, large meetings, concerts, and special events. Due to demand, we are unable to support recurring student organization meetings, student-sponsored parties, intramural games or tournaments, and public showingsOffice of televisionInformation broadcasts.

AV support for supported specialsupports events that starttake place on the Potsdam campus by provisioning audio and endvisual equipment and systems useful for ensuring a successful event. Our professional AV team is here to help you design the solution you need for audio and visual presentation before and during normalyour Clarksonevent. 

How to request AV Support for your Event:

Please request AV support at the time you schedule your event through Clarkson’s Room Reservation system EMS. Or use our online form to submit your event request! OIT AV staff will follow up to confirm arrangements prior to the event.

Plan ahead!

Requests for AV support must be received at least 14 days in advance of the event. Late requests are subject availability and a $150 Late Booking Fee.

Terms
Event Types
Rate sheet

Terms:

Third party providers of AV equipment and systems for events on the Potsdam campus are prohibited without express permission of CU OIT.

The following charges apply to all Partner Events, and any University events that take place outside of Clarkson’s normal business hours (8am - 4:30pm Monday - Friday during the Academic Calendar and 8am - 4pm during the summer). willPrice bequote freeis ofavailable charge,upon exceptrequest. Billing information collected prior to the event.

Student events are not supported by OIT AV. Please contact Student Life for requestsmore toinformation. stream/broadcast, or recording events.  All streaming requests will require a detailed marketing/communication plan.  All events that occur before or after these hours will have associated charges for equipment rental and staff time.  Certain exceptions apply for large annual University events.  A total cost will be provided and a budget number will be collected by an OIT or Events staff member at the time you plan your event.  Please call the OIT Helpdesk and AV personnel will provide you with a price quote for your event.  Requests for a special event should be submitted at least 2 weeks in advance. Please note that submitting a request does not guarantee the event will be supported.

For special event support, equipment will beEquipment set up andis ready no less thanapproximately 30 minutes prior to the event start time. ForWherever events not requiring sound reinforcement, we will ensure thereasonable, equipment is working properlytested and handoffhanded off to the organizer atprior to the beginningstart of the event.  If problems arise during the event, please call the OIT Helpdesk (315-268-HELP/4357). The event organizer is responsible forto return items as directed.

Equipment installed in rooms will be charged if utilized.

To prevent loss, do not leave equipment left unattended during or after the event.unattended.

WhileIf we maintain anour inventory of equipmentcurrent items is insufficient for events,demand, occasionallyCU weOIT mustwill rent equipmentunits or outsource last-minute requests. If the event requires special equipment or outsourcing, we will providefrom a quotevendor forand approvalpass beforecosts confirming the event. We will charge backon to the requestor’sorganizer, departmentalplus account15% anyhandling labor, rental, and travel expenses.fee.

In

Please Note: AV requests that are made with less than a 2-week notice will be subject to a late booking fee.

If you wish to have your event photographed or videographed, please contact the marketing department. Separate charges may apply for these services.

Event Types

HereUniversity isEvents: aClarkson breakdownsponsored meetings, seminars, open houses, award ceremonies, etc. that are hosted by event organizers that are internal to Clarkson University, ex) Alumni, Marketing, Academic, etc. These can be one-time or recurring, but do not ordinarily include classes.

Partner Events: meetings, conferences, exhibitions, etc hosted by external partners of charges:Clarkson University, ex) primarily hosted by businesses, non profits, government, industry associations, etc. 

Student Events: organization meetings, student-sponsored parties, intramural games or tournaments, and public showings of television broadcasts

Support

Contact the OIT Helpdesk (315-268-HELP/4357).

Rate Sheet

Prices are per event per day, unless otherwise noted. 

Last Pricing Update:
 11/8/2023

Submit

yourevent request!

Streaming/Broadcast or Recording

Cost

Set Up

$300.00

Accessories

Cost

Late Booking Fee

$150.00

Effective Date: August 7, 2026