Service Level Agreement & Sample Prices for Event Media Production Support

This article includes the Service Level Agreements for live event support and AV equipment rental for academic and non-academic event requests.

The purpose of this Service Level Agreement (SLA) is to provide guidelines and key responsibilities for live event media production support provided by the Campus Media Services to the faculty, staff, and students at Wichita State University or other organizations that have secured services or equipment from Campus Media Services.

This SLA only refers directly to the services of providing media for live events, including meetings, classes, conferences, etc. For the Service Level Agreement specific to equipment installed in classrooms, conference rooms, and other spaces, please see the Service Level Agreement for Classroom & Installed AV Media Support. To learn what equipment is already included in the room(s), please see the EMS room scheduling system, talk to University Reservations, or call the Campus Media Services team at 316-978-3588.

Level I – Academic Support

Service Summary and Costs

The Campus Media Services team can provide equipment to add features and functionality to any classroom at no charge to the faculty or department, provided that the following criteria are met:

• The event/class is a WSU credit-awarding course, meeting at the time and in the room assigned by the WSU Registrar.
• The instructor or requester of services calls Campus Media Services at 316-978-3588 at least one (1) business day before their request. Calls made after 4:30 p.m. are considered the next business day.
• The event/class does not require an AV technician to stay on site for the duration, and/or does not require more than about ten (10) minutes of setup or teardown time.
• All requests are subject to availability of equipment and/or technicians.

While most services for classes are free of charge, there are considerations that will have to be made based on the nature of the request. For example, if a request is for extra equipment for every class period of a semester, we will try to help you work with the Registrar’s Office to find a more appropriate classroom that already has the equipment you need. In cases where a fee would be assessed, a quote or estimate will be provided to the instructor or requestor within 1-2 business days of the request.

Recognized Student Organizations (RSOs)

Student organizations that have been formally recognized by the Student Government Association (SGA) may use the existing equipment in General Use classrooms at no charge, provided that the organization’s faculty advisor has been properly trained on the equipment and has their University-issued key in their possession for the meeting or event. For equipment that is not included with the room, the Campus Media Services team can provide limited equipment to add features and functionality to any facility at no charge, provided that the following criteria are met:

• The event is a student-led, Student Involvement-approved event by a Recognized Student Organization, during standard business hours (7:30 a.m. to 4:30 p.m. M-F).
• The event is free and open to the public or a private business meeting only for the RSO.
• The RSO assigns a single contact person for the event who will be responsible for making decisions about the equipment and services to be provided.
• The RSO contact contacts Campus Media Services at least seven (7) business days before their request. Calls made after 4:30 p.m. are considered the next business day.
• The event does not require an AV technician to stay on site for the duration, and/or does not require more than about fifteen (15) minutes of setup or teardown time.
• All requests are subject to availability of equipment and/or technicians.

While many services for RSOs are free of charge, there are considerations that will have to be made based on the nature of the request. For example, setting up one microphone in a room already equipped for sound may be free, setting up several microphones and speakers in a room not equipped for sound would not be free. In cases where a fee will be assessed, a quote or estimate will be provided to the instructor or requester within 1-2 business days of the request. All requests that are made less than seven (7) business days in advance of the event are subject to a $50 late reservation fee ($100 for requests made less than 2 business days from event setup time), billable to the organization or individual making the reservation.

RSOs also can check out a projector and a projection screen (up to seven (7) feet wide) over the counter at the Media Resources Center at no charge. There is a limited number of projectors and screens, so they are available on a first-come, first-served basis. Reservations are for one (1) day only. There are also a few other pieces of equipment available for checkout over the counter. To make a reservation for equipment, please visit www.wichita.edu/av or call 316-978-3588.

Level II – University-sponsored events and meetings

For the purpose of this SLA, any meeting, event, class, etc. within the University system that does not meet the criteria listed under Level I is considered Level II, and there will be fees associated with any equipment rental, setup, or production services provided. This includes—but is not limited to—departmental meetings, conferences, non-credit programs, athletics, faculty/staff presentations made for the benefit of WSU, University administration, faculty/staff/student personal use, Alumni Association, Housing & Residence Life, grant-funded activities, Campus Innovation Partners, and events that charge an admission, registration, or similar fee.

Service Summary and Costs

Campus Media Services is a full-service AV rental facility. From a simple laptop setup to a multi-day, multi-location conference setup with multiple breakout rooms or complicated audio setups, we can meet nearly any need you might have. Please contact us to obtain a quote or estimate for services and equipment rental fees. Some items are available for checkout over the counter by faculty or staff members at no charge. Unless otherwise stated in the rental agreement, Campus Media Services is not responsible for support and/or troubleshooting of equipment provided by others, including client-provided computers or mobile devices. See below for standard pricing for Level II equipment and services. For theater and/or staging needs (lights, platforms, etc.), please contact Performance Facilities at 316-978-3587. All requests that are made less than seven (7) business days in advance of the event are subject to a $50 late reservation fee ($100 for requests made less than 2 business days from event setup time), billable to the organization or individual making the reservation.

Level III – External Organizations and Individuals, including Non-Profit Organizations

For the purpose of this SLA, any meeting, event, class, etc. outside the University system and does not meet the criteria listed under Level I or Level II is considered Level III, and there will be fees associated with any equipment rental, setup, or production services provided. This includes—but is not limited to:

• Private, for-profit enterprises
• Non-profit organization located outside the state of Kansas
• Private individuals not associated with Wichita State University
• Faculty, staff, and/or student who will generate income from the project (personal income only; for departmental revenue, see Level II)

Service Summary and Costs

Campus Media Services is a full-service AV rental facility. From a simple laptop setup to a multi-day, multi-location conference setup with multiple breakout rooms or complicated audio setups, we can meet nearly any need you might have. Unless otherwise stated in the rental agreement, Campus Media Services is not responsible for support and/or troubleshooting of equipment provided by others, including client-provided computers or mobile devices. Please contact us to obtain a quote or estimate for services and equipment rental fees. For theater and/or staging needs (lights, platforms, etc.), please contact Performance Facilities at 316-978-3587. All requests that are made less than seven (7) business days in advance of the event are subject to a $50 late reservation fee ($100 for requests made less than 2 business days from event setup time), billable to the organization or individual making the reservation.

CMS & Client Responsibilities

Campus Media Services Responsibilities

• Provide reliable audio-visual equipment
• Provide professional staff and/or student support before and during event, as appropriate
• Set up and demonstrate equipment in suitable time before event starts, as appropriate
• Coordinate and manage equipment rentals provided by Campus Media Services
• Provide a safe working environment that complies—to the extent possible—with fire code and ADA laws

Requestor/Instructor Responsibilities

• Make reservations for event media production services at least seven (7) days in advance, unless specified otherwise in the above service level
• Use the online ticketing system to reserve equipment and services: http://www.wichita.edu/av
• Ensure that your room reservation includes adequate time allowed for setup, demonstration/testing, and teardown of AV equipment
• Provide correct funding information, including Fund & Organization code (FOAP) or Safekeeping account, prior to the event
• Operate, support, and/or troubleshoot requestor-provided equipment including computers or mobile devices.
• Acquire public performance rights when needed for use of copyrighted materials

Service Hours

Event Media Production, Standard Hours – Student Staff

Monday – Friday: 7:30 a.m. to 4:30 p.m. (after-hours service available at extra cost)
Saturday/Sunday: Available by request only at after-hours rate

(After-hours rate is billed at the same hourly rate, but includes a 4-hour minimum outside standard hours)

Event Media Production, Standard Hours – Technician Staff

Monday – Friday: 7:30 a.m. to 4:30 p.m.

Any services outside this service window is considered "After-Hours" (After-Hours rate is billed at the same hourly rate, but includes a 4-hour minimum outside standard hours).

Standard Available Equipment with Pricing

Because AV equipment is expensive and often somewhat fragile or dangerous to operate, fees are an inevitable part of the usage of this type of equipment. The Media Resources Center is a cost-recovery center and does not make “profit” on live event production. All revenue generated goes to improving installed technology in General Use classrooms, paying staff and student media technician wages, and/or maintaining an adequate level of equipment inventory for performing live event media services.

Levels I (when chargeable) & II (not a complete list)

Below is pricing for some of our most commonly used equipment. Please request an official quote for your event for final pricing. Prices below do not include labor.