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Media Event Support Policies

Accessibility

Media Event Support personnel do not have access to classrooms or seminar rooms. Please ensure our technicians can access your event venue one hour prior to the start of the event. Additional rental and labor charges will be incurred if technicians cannot access the room at specified setup or retrieval times. Equipment can only be delivered to locations accessible by elevators or wheelchair ramps.

Billing and Payment Information

An index number must be provided for all estimates and orders. Final costs may vary based on actual equipment and/or labor necessary to produce a successful event or product. If you have any questions regarding your billing, email mediaservices@ucsd.edu and reference your order number.

Cancellations

To cancel an order, call Media Event Support at 858-534-8265 at least two business days in advance (or by 4:30 p.m. Thursday for weekend orders) to avoid being charged the full cost of the order.

Consent and Release Forms

UC San Diego Campus Counsel recommends that consent and release forms be collected for all events that are recorded. Customers are solely responsible for obtaining and retaining consent and release forms. A general consent and release form, provided by Campus Counsel is available.

Equipment Damage or Loss

For events with an operator, customers are legally and financially responsible for all equipment damaged or lost due to customer negligence.

For events without an operator, customers are legally and financially responsible for equipment from the time it is delivered by Media Event Support staff until it is retrieved by Media Event Support staff.

Equipment Restrictions

Media Event Support reserves the right to withhold equipment based on the potential for equipment damage or safety hazards.

Event Start Time

When placing an order, the “event start time” is the time that the first guests are expected to arrive and Media Event Support equipment to be set up and ready to use. Customers are responsible for ensuring that Media Event Support technician(s) will have access to the meeting room or event location with sufficient time to allow for setup and testing.

Late Orders and Changes

Orders, additions, or changes of any kind are not guaranteed if requested or approved by the customer less than two business days in advance. Late orders, additions, and changes will incur a late order charge of $65.00 per occurrence. Please be aware that Media Event Support will make every effort to, but cannot guarantee that, late orders will be delivered on time. Customers are advised to submit order requests and approve their orders at least two weeks in advance.

If equipment is delivered and then removed due to rain, the order will be charged as a late cancellation. If an event is moved indoors, additional labor charges may apply, but the “late location change” fee will be waived.

Memorial Services

Media Event Support will provide a basic sound system (one microphone, two speakers, and one powered mixer accommodating up to 300 people), subject to availability, at no charge for memorial services held during regular business hours. Services held after business hours will incur labor charges.

Non-Media Event Support Equipment

Time spent by Media Event Support technicians familiarizing themselves with pre-installed or customer-provided systems may be charged as labor to requesting departments. Media Event Support reserves the right to decline requests involving the operation of department-owned equipment which does not meet our technical standards. Media Event Support cannot guarantee the performance of and is not responsible for performance problems with non-Media Event Support equipment.

No Shows

We reserve the right to cancel services for an order if the user has not arrived by the requested start time. If possible, we will wait up to 10 minutes before event is deemed a "no show". We highly suggest a representative arrive at the event's setup time to confer with our technicians about equipment placement or other details of the event.

Off-Campus Deliveries

Off-campus deliveries are subject to transportation and mileage fees and availability.

Orders

Media Event Support orders are subject to availability. Customers are advised to submit their orders and approve their estimates at least two weeks in advance. All orders must be submitted through Media Event Support's online ordering system.

Order Estimates

Order estimate confirmation prices are only an estimate. Final costs may vary based on actual equipment and/or labor necessary to produce a successful event or product.

Price Center & Health Sciences Events

Per University Centers policy, audiovisual equipment for events in University Centers program spaces (including the Price Center Theatre, Ballroom, and Plaza as well as Porter's Pub) must be ordered from University Centers Technical Services.

Audiovisual equipment for Health Sciences events must be ordered through Health Sciences AV. Contact information for Health Sciences AV can be found on their website.

Media Event Support can only provide equipment for these spaces at the request of the responsible group.

Room Configuration and Furniture

Media Event Support technicians are not responsible for configuring room furniture. Please ensure that your space is prepared prior to the equipment setup time.

Trouble Call Support

Media Event trouble call support is complimentary and subject to technician availability Monday through Thursday from 6:30 a.m. to 7:30 p.m. and Friday 6:30 a.m. to 5:30 p.m. by calling (858) 534-5784.

User Media

Media Event Support will not be responsible for any files or media left in or saved on the equipment.

Weekend and After-Hours Events

Events scheduled outside of Monday through Thursday 6:30 a.m. to 7:30 p.m. or Friday 6:30 a.m. to 5:30 p.m. are considered weekend or after-hours events. These order requests will be reviewed on a case by case basis, and will be accepted as jobs only after availability of technical staff has been confirmed. There is a four hour minimum labor charge per day for weekend orders. Additional labor charges may be incurred when equipment retrieval is required after 7:30 p.m. Media Event Support does not provide trouble call support for weekend and after-hours orders.

Media Event Support