Hello, This Is Ernie Vazquez with NPIH Audio/Visual Services

NPIH Audio/Visual (A/V) Services Policies

1. Scheduling an Event a. When scheduling an Audio/Visual Event, please fill out the A/V Request Form as complete as possible. This allows the A/V Department to have all information pertaining to the event. The A/V Request can be submitted via fax (310-206-5394) or dropped off to Human Resources in NPI B7-370. Once the request is received, you will be notified via email or phone asking you to confirm all information for the event to ensure there are no errors. Please submit requests at least 24 hours in advance. i. FAU & Recharge ID 1. Please fill out your department’s FAU and/or Recharge ID on the A/V Request Form. If the event occurs between the hours of 8:00am and 5:00pm, Monday through Friday and your department falls under the NPIH/Semel Department, you will not be assessed a charge for A/V Services. The charge only occurs if the equipment is damaged or stolen, the event occurs outside the regular A/V work hours or weekend hours are requested. ii. Center Director / Department Administrator Signature 1. Please provide the Center Director and/or Department Administrator’s Name and signature on the A/V Request Form to verify all is understood. 2. Start Time, 5 minutes over, no one showing up a. For events that do not start at the scheduled start time because no one shows up or the group is late, we cannot stay and wait. Due to the high volume of event requests and tight scheduling, we can stay no longer than 5 minutes past the start time. It is the responsibility of the requesting department to inform of us of any time changes. We may not be able to accommodate last minute changes to the time. If no one shows up, we will assume the event has been cancelled and will take the equipment back to our office. b. Please fill in the actual start time of the event in the ‘Start Time’ box and not the setup time. The setup time can be filled out in the ‘Setup Time’ box. 3. Setup Time a. It is the responsibility of the requesting department to have someone present at the designated setup time. If someone cannot be present at that time, please indicate what time they will be there in the ‘Setup Time’ box. 4. Ending early a. It is the responsibility of the requesting department to notify the A/V Department of events ending early. If the requesting department cannot contact the A/V Staff or the A/V Staff is unable to retrieve the equipment right away, it is the responsibility of the requestors to take care of the equipment. This must be done by taking it to the requesting department’s office or staying with the equipment in the scheduled room until A/V Staff can arrive or until the end of the scheduled event. If A/V equipment is left unsupervised during the scheduled event and it is subsequently stolen, it is the responsibility of the requesting department to replace it. 5. Events that extend past the scheduled end time a. In the case where an event lasts longer than the scheduled end time, it is the responsibility of the department requesting the equipment to let the A/V Staff know in advance. Due to the high volume of A/V orders, we cannot always wait around until the extended event is finished to pick up the equipment. We will contact the requestor of the event to ask the speaker what time the event is ending. If schedules permit, we will return at the new requested end time. Otherwise, the requesting department must secure the equipment in their department office until such time an A/V staff member can schedule to retrieve it. Requesting departments must let the A/V staff know where the equipment is located at all times. b. Due to our full schedule, sometimes the equipment from one event is scheduled to be used in another subsequent event. If the first event runs past the end time and we have no other option for the second event, we will need to close down the first event and take the equipment. This will have to be done regardless if the event has not ended. It is the responsibility of the requesting department to check with us prior to letting the event go past the end time. 6. Damaged or Stolen Equipment a. The requestor and their department accepts full responsibility for any equipment that is damaged or stolen while in their possession. The equipment must be replaced/repaired using the funding information provided by the Department/Center 7. Cancellations a. It is the responsibility of the requesting department to notify the A/V Staff of any cancellations for their events. As mentioned above, if the requesting party does not show up 5 minutes past the start time, we will assume the event has been cancelled and will take the equipment back to our office. Please allow for 24 hours in advance for notification. 8. Last Minute Changes a. With regard to last minute changes, if there is a change in time, location or equipment to the A/V order, there is a possibility we might not be able to accommodate the request due to the high volume of orders. Equipment is assigned to events for the day and any change would disrupt that schedule. 9. Evening & Weekend Events a. Evening & Weekend events pertain to any event that occurs before 8:00am and after 5:00pm Monday through Friday and any time during the weekend. If an event is scheduled for this time, we assess our Sales & Service Charge. The charge will be rounded up to the nearest hour. 10. Borrowing Equipment a. For Evening & Weekend events, there is an option to borrow the equipment based on our assessment of the situation and the type of equipment. In this case, the equipment will be placed under the care of the requesting department and must be placed in locked, overnight storage until the equipment can be returned to the A/V Staff. Any damaged or stolen equipment while under the care of the requesting department must be replaced/repaired using the funding information provided by the Department/Center. 11. Events starting at 8am & ending at 5pm a. Regular work hours for Audio/Visual Services are from 8:00am and 5:00pm, Monday through Friday. i. 8:00am 1. The A/V Staff begins work at 8:00am and events that are scheduled for this time must be aware that the set up can last 5 minutes. Please allow at least 5 minutes for event to be prepared. If the requestor wants the A/V Staff to arrive before the schedule start time of the A/V Staff, a Sales & Service Charge can be assessed. ii. 5:00pm 1. The A/V Staff’s work hours end at 5:00pm. We ask that the requesting department please keep this in mind when scheduling an event. Please schedule event end times for 4:50pm to allow A/V Staff enough time to take down and store the equipment within their regular work hours. 2. Any event going past 5:00pm will be assessed the A/V Sales & Service Charge which will be rounded up to the next hour. 12. Mac laptops a. If the speaker wants to use a Mac laptop, the requestor must inform the A/V Staff in advance so the appropriate Mac adapters can be brought to connect the Mac laptop to the projector.