A/V service requests require advance notice to guarantee fulfillment
Fulfilled requests that do not meet the advance notice requirements will incur an additional surcharge of 50% of the total AV charge (excluding post-production charges). Please note: fulfillment of "short-notice" requests is subject to availability of staff and equipment, and therefore cannot be guaranteed.

Service type	Notice required
Activate Existing Room Equipment, other basic A/V service requests (such as laptop, portable computer projector and screen), Soundstations (speakerphones)	5 business days
Audio/videotaping and portable sound systems	7 business days
Webcasting, evening/night events (regardless of equipment and services)	14 business days
Multi-day events, symposiums, weekend events (regardless of equipment and services)	30 business days

Events outside normal business hours
ITMD's normal business hours are from 8am - 6pm Monday thru Friday (except for holidays). Events that fall in part or entirely outside these hours will incur additional staff labor charges and are subject to technician availability.

This form provides an estimate of AV related charges. Some adjustments may be required after review.

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Phone/Extension*		Email* Please enter your full email address (ex: username@rockefeller.edu)
Today's Date 5/2/2025
Event Location*
(NOTE: Unless your event is in a private office or conference room, please use the university room reservation calendar to book your meeting space before placing an AV order.)
Start Date and Time of Event* month 123456789101112 day 12345678910111213141516171819202122232425262728293031 year 2025202620272028202920302031203220332034203520362037203820392040 hour 123456789101112 minute 00153045 ampm
End Date and Time of Event* month 123456789101112 day 12345678910111213141516171819202122232425262728293031 year 2025202620272028202920302031203220332034203520362037203820392040 hour 123456789101112 minute 00153045 ampm (NOTE: Due to limited availability of staff and equipment, requests made within 5 days must also include a detailed e-mail, along with your request, sent to itmd@rockefeller.edu. Additionally, a surcharge of up to 50% may apply.)
Account number*
Other information you would like us to know. Non Rockefeller clients should please list Rockefeller contact.

General AV Equipment and Services		Qty
Computer Digital Projector
Select one of the following Half Day $73.00Full Day $146.00
Projection Screen
Select one of the following Tripod Stand (up to 70" x 70") $35.00Folding Frame (7.5' x 10') $133.00
Computer Laptop (PC/Mac) When using our computer for your presentation, you acknowledge that no RU-Confidential or RU-Restricted data will be stored on these laptops.
Select one of the following PC Laptop (up to 4 hours) . Half Day $45.00PC Laptop . Full Day $89.00Mac Laptop (up to 4 hours) . Half Day $45.00Mac Laptop . Full Day $89.00
Zoom Setup Assistance/Coordination Rates do not include equipment or IT staff time during the event
Select one of the following Setup Assistance only (per session) $55.00Meeting Coordination and Setup (per session) $113.00
Zoom Meeting Add-on
Select one of the following Large Capacity (up to 1000 participants) Meeting Rental (per session) $115.00Webinar Rental (up to 1000 participants) (per session) $219.00
Overhead (transparency) Projector
per day  Rate: $30.00
Digital Document Camera
per day  Rate: $35.00
DVD/Blu-Ray Video Player
Select one of the following DVD/Blu-Ray Player + 32" Monitor 1 day $67.00DVD/Blu-Ray Player + No Monitor $34.00
Large Monitor (LCD/Plasma)
Select one of the following Small Flat Panel 32"-49" $177.00Large Flat Panel 50"+ $279.00
P.A System (includes microphone and speakers (requires operating technician) . PA Systems include 1 wired mic and/or 1 wireless mic). If up to 3 wireless or wired mic's are required, also select the Portable Wireless Microphone System. P.A. systems may require a technician to be on site for the duration of the event; incurring additional labor
Select one of the following Small Portable Audio Public Address (PA) System $200.00Large Portable Audio Public Address (PA) System $364.00
Portable Wireless Microphone System (Up to 3 Channels - Handeld or Clip-On) The portable wireless microphone system requires a public address (P.A.) system. Depending on location of your event, you may be charged for a P.A. unit. P.A. systems may require a technician to be on site for the duration of the event; incurring additional labor charges.
per day  Rate: $34
Audio Recording
Contact ITMD for options and pricing
Video Recording
Contact ITMD for options and pricing
Soundstation Conference Room Speaker Phone   Rate: No Charge
If you require a telephone conference dial-in bridge number, contact the IT Help Desk at x8940 or email helpdesk@rockefeller.edu with one of the following options: Large Teleconference for greater than 6 total participants. A full PTAEO is required at time of request. For current rates, visit IT's website at http://it.rockefeller.edu/rates#conferencing Small Teleconference for 6 participants or less (no charge)
Activating Existing Self-Service Room Equipment		Qty
Includes the setup of one microphone/PA (where available), laser pointer and installed computer projector/screen and document camera. Document camera is only available in the Carson Family Auditorium, Great Room and the Welch Hall Computer Training Room. Self Service equipment are only available in Carson Family Auditorium, Greenberg Building conference rooms, RRB 110, Audubon Room and North Room and the Computer Training Room in Welch Hall and Weiss 301, 302 & 305.
per day  Rate: $53.00
Users having events in these rooms and requiring the use of the computer projector/screen or document camera, do not need to reserve A/V services. If in-person assistance is required or other services or equipment, such as a laptop, laser pointer, video recording or PA and lavaliere microphone are required for an event, the online A/V request form must be used and submitted in advance. Users who only need a lavaliere microphone (in Weiss 301, 302 & 305 only) or laser pointer may pick them up from the IT Help Desk during normal business hours and return after the event at no charge. Users may use the self-service without any fee and do not need to fill out this form. Users who still request a technician onsite or need other services or equipment, must fill out this form. Instructions for self-service rooms are available near the front of the room.
Caspary Auditorium		Qty
Computer Projection Screen (included with all events)
Podium microphone (included with all events)
Computer Projector (Caspary Auditorium)
Select one of the following Half Day $73.00Full Day $146.00
Computer Laptop (PC/Mac) (Caspary Auditorium) When using our computer for your presentation, you acknowledge that no RU-Confidential or RU-Restricted data will be stored on these laptops.
Select one of the following PC Laptop (up to 4 hours) . Half Day $45.00PC Laptop . Full Day $89.00Mac Laptop (up to 4 hours) . Half Day $45.00Mac Laptop . Full Day $89.00
DVD/Blu-Ray Video Player (Caspary Auditorium)
per day  Rate: $34.00
Wireless handheld and/or lavalier microphone (up to 6) (Caspary Auditorium)
per event  Rate: $44.00
Panel Discussion Table Microphones (up to 8) (Caspary Auditorium)
per day  Rate: $60.00
Assistive Listening . Infrared Assistive Listening Headsets (up to 15) (Caspary Auditorium)
per day  Rate: $74.00
Webcasting [Caspary Auditorium]
Contact ITMD for options and pricing
Audio Recording [Caspary Auditorium]
Contact ITMD for options and pricing
Video Recording [Caspary Auditorium]
Contact ITMD for options and pricing
Carson Family Auditorium		Qty
Computer Projection Screen (included with all events)
Podium microphone (included with all events)
Computer Projector (Carson Family Auditorium)
Select one of the following Half Day $73.00Full Day $146.00
Computer Laptop (PC/Mac) (Carson Family Auditorium) When using our computer for your presentation, you acknowledge that no RU-Confidential or RU-Restricted data will be stored on these laptops.
Select one of the following PC Laptop (up to 4 hours) . Half Day $45.00PC Laptop . Full Day $89.00Mac Laptop (up to 4 hours) . Half Day $45.00Mac Laptop . Full Day $89.00
DVD/Blu-Ray Video Player (Carson Family Auditorium)
per day  Rate: $34.00
Wireless handheld and/or lavalier microphone (up to 4) (Carson Family Auditorium)
per event  Rate: $44.00
Panel Discussion Table Microphones (up to 4) (Carson Family Auditorium)
per day  Rate: $60.00
Assistive Listening - Infrared Assistive Listening Headsets - Users must have a compatible Telecoil headset. The auditorium has a built-in system that requires the participant to already have a compatible device. [Carson Family Auditorium]
Webcasting [Carson Family Auditorium]
Contact ITMD for options and pricing
Audio Recording [Carson Family Auditorium]
Contact ITMD for options and pricing
Video Recording [Carson Family Auditorium]
Contact ITMD for options and pricing
Great Room (Welch Hall)		Qty
Computer Projection Screen (included with all events)
Podium microphone (included with all events)
Computer Projector (Great Room)
Select one of the following Half Day $73.00Full Day $146.00
Computer Laptop (PC/Mac) (Great Room) When using our computer for your presentation, you acknowledge that no RU-Confidential or RU-Restricted data will be stored on these laptops.
Select one of the following PC Laptop (up to 4 hours) . Half Day $45.00PC Laptop . Full Day $89.00Mac Laptop (up to 4 hours) . Half Day $45.00Mac Laptop . Full Day $89.00
DVD/Blu-Ray Video Player (Great Room)
per day  Rate: $34.00
Wireless handheld and/or lavalier microphone (up to 4) (Great Room)
per event  Rate: $44.00
Panel Discussion Table Microphones (up to 8) (Great Room)
per day  Rate: $60.00
Assistive Listening - Infrared Assistive Listening Headsets - Users must have a compatible Telecoil headset. The auditorium has a built-in system that requires the participant to already have a compatible device. [Great Room]
Webcasting [Great Room]
Contact ITMD for options and pricing
Audio Recording [Great Room]
Contact ITMD for options and pricing
Video Recording [Great Room]
Contact ITMD for options and pricing