Event Technologies

Policies and Requests

Review important policies about Event Technology services on the CBS campus, submit requests, and browse additional resources

Policies

What to know if you are planning an upcoming event

Requests

Request services from the Event Technology Group.  Submission button at the bottom of the page.

Resources

Browse additional resources that may help you plan your event

Policies

Event hosts are responsible for familiarizing themselves with and abiding by the following policies

Deadlines

Initial request

Event Technology requests for event equipment, services, or freelancers must be submitted at least 10 business days prior to the event. Services are not guaranteed if submitted past this deadline.

Cancellation Deadline

EventsTech must be notified of any cancellations at least 48 hours before the event. If a freelance technician or videographer from the EventsTech pool is scheduled and the event is canceled past this deadline, a fee of $100 will be incurred and automatically charged back to your chart string.

Regulations

Payment

A department chart string is required for all event technology requests, but we will only charge when a freelancer is hired for the event. We will go through a quote and approval process for standard freelancer requests during business hours. Event Technologies will automatically chargeback freelancer funds to clients for off-hours and weekend events.

Freelancers

Freelance tech-to-stays and videographers are $100/hour and require an arrival & departure time of at least 30 minutes before and 30 minutes after the event. Freelance tech-to-stays are required for off-hours & weekend events.

Off-Hours Freelancer Opt-Out

There is an off-hours technician opt-out form for events held in a classroom or with a projected audience of 100 people or less.  This form waives the requirement for a paid freelance tech-to-stay and makes the event technology ‘self-service’.  In a self-service event, you will need to oversee your own requirements, including managing microphones, presentations, and any other logistics.  A technology training is required for the event coordinators prior to the off-hours event if not previously trained.  If previously trained on the room technology, a training/walkthrough is optional but encouraged.

Videographers & Production Companies

EventsTech can procure a freelance videographer from our dedicated pool to film a single camera shot of your event using our equipment for $100/hour and require an arrival & departure time of at least 30 minutes before and 30 minutes after the event. If you plan to record your event utilizing your own videographer or production company, EventsTech must be made aware upon the initial request and be connected with the videographer to prepare for any specific technology setup.

External Media or External Videographers

If an external event sponsor or non-Columbia affiliate is bringing media or an uncertified video/media crew onto campus, this must be approved by MarComm and the main university. Please reach out to eventstech@gsb.columbia.edu for more information.

Business Hours & Contact

EventsTech official business hours are Monday - Friday, 8:00am - 7:00pm

General Inquiries: eventstech@gsb.columbia.edu

Phone line: 212-853-3726

Off-hours, Weekends, and Holidays

An event is off-hours if the start time is outside of our official business hours, on weekends, or on holidays. Off-hours events require a freelance tech-to-stay for $100/hour. Alternatively, there is an opt-out form which foregoes the off-hours freelancer requirement and makes the technology self-service. Technology training is required before being eligible for the freelancer opt-out.

Request Form

All requests for event technology services must be submitted through the form before the specified deadline. The EventsTech team are happy to email, discuss, and meet about any questions or planning for an event, but event services will not be guaranteed if an official request is not submitted through the form.

Equipment Policies

Please do not touch or remove any external equipment deployed. If a freelancer tech-to-stay is not present, please ensure to collect all wireless microphones and place them on the podium after your event. Please do not move or remove a podium; podium removals must be requested.

Services

Technology Trainings and Consultations

EventsTech can train you on the event space and classroom technology to better understand the systems and to have more context on tech capabilities while planning your event.

Self-Service

Events have the option to be completely self-service if the event needs are contained to the default technology found in the room. By choosing a self-service event, you acknowledge that you will manage your event independently, without the assistance of the EventsTech team or a freelance Tech to Stay. Technology training and consultations are highly recommended before choosing this option.

Pre-Event Tech Assist

An EventsTech staff member can meet in the space before your event to ensure the technology is set up and working properly before the start time. During business hours, our standard assist is 30 minutes before the event start time. We can adjust this check-in time upon request. We may need to adjust check-in times during busy seasons when the event request volume is high. The EventsTech staff member cannot stay during the entire event with this service.

Freelance Tech-to-Stay

A freelance tech-to-stay is available upon request for dedicated events support.  They will take care of the pre-event setup and assist, stay throughout the entirety of the event for dedicated support, and tear down. Freelancers are required for off-hours and weekend events.

Delivery of additional equipment

Additional equipment beyond the standard equipment in event spaces is available upon request. This equipment includes: A multbox for audio distribution to multiple videographers or press; a press plate for videographer integration to the room system or computer; a small PA system for microphone setups in rooms with no wireless mics. A technician can advise if this equipment is recommended for your setup.

Echo360 Recordings

EventsTech can schedule a recording of your event using the in-room cameras, microphones, and Echo360 lecture capture system.

Videography Support

A member of the EventsTech team will prepare your event space to ensure that all requirements necessary for videography are met.  This is required if videography will take place during your event.  EventsTech can also procure a freelance videographer from our dedicated pool to film a single camera shot of your event using our equipment.

EVENT TECHNOLOGY REQUESTS

To request services from ETG, click the button below

SUBMIT Request

RESOURCES

Equipment Loan

Microphones

  • Wireless handheld microphones
  • Lapel microphones (hands free)
  • Headset microphones (hands free)

Display

  • Confidence monitor (located downstage for speaker reference during presentation - Available for Cooperman Commons only)

Event Vendors

We recommend working with these vendors who have been vetted by Columbia University.

First Agency

Event production agency that provides content, creative, digital technology, management & delivery, and data & insights services

All Together Now

Event production agency that provides hybrid, live digital, experience, and virtual events

FAQ

How can I contact the Event Technology team?

Via email at eventstech@gsb.columbia.edu

Where is the Event Technology Team's office located?

SC-101

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