AV Services Request Form
Important A/V Reservation Information
- If the form is not submitted, no AV services will be provided by IT. When canceling your event/room reservation, contact IT to cancel AV services to avoid charges. Have AV questions? Contact AV at itav@rockefeller.edu
- Presenters are strongly advised to arrive 30 minutes prior to the start of the event to address technical issues so that the event can begin on time.
- Audio/Visual (A/V) Services, Support and Equipment may only be used for official University and Tri-Institutional sponsored events. Clients who require such A/V services for non-University sponsored events may use commercial A/V providers. It is required that clients first contact the Finance Office/Purchasing Department to ensure such Commercial Providers meet University's insurance requirements as well as alert Security to allow for appropriate access to Campus. For a recommendation of local commercial AV support providers please email the Information Technology A/V Team at itav@rockefeller.edu.
- ITAV will apply due diligence and best practices to ensure that all the equipment and services needed are available for your event, however last minute requests or changes in event specifications may impact our ability to provide service and may also result in additional charges. Overtime rates apply after 8hrs of event, or outside normal business hours, Mon-Fri 8am-6pm. Weekend events will also include travel time to and from campus.
- After submitting the AV online request form, a team member will review your request and will be in touch with any additional questions. Fully itemized estimates are available by request.
Additional Information
A/V service requests require advance notice to guarantee fulfillment
Fulfilled requests that do not meet the advance notice requirements may 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:
5 business days:
Activate Existing Room Equipment, other basic A/V service requests (such as laptop, portable computer projector and screen), Soundstations (speakerphones)
7 business days:
Audio/videotaping and portable sound systems 7 business days
14 business days:
Webcasting, evening/night events (regardless of equipment and services)
30 business days:
Multi-day events, symposiums, weekend events (regardless of equipment and services)
Estimates can be provided by request, rates listed below are typical for the type of event, additional services or equipment may result in additional costs. Below are typical costs for common types of events:
Activate Existing Conference Room Equipment $55.00
Standard Lecture (1 hour, tech on site) $408.00
All day Symposium (1 tech, Program schedule 9-5pm) $1,564.00
All day Symposium (w/Video or other AV tech) $2,933.00
Standard Hourly Rate $144.00
Zoom Standard Meeting (300 attendees) $57.00 Zoom Large Meeting (1000 attendees) $180.00 Zoom Webinar (3000 attendees) $219.00 If a tech is required to be on the Zoom for the duration, the standard hourly rate will apply. Full rate schedule is available at https://it.rockefeller.edu/rates.