The Division of Information Technology provides experienced Audio-Visual (AV) support for on-campus events by request. Our trained AV Special Events staff ensure that your event technology is set up, tested, and supported so your program runs smoothly. Please Note: This request is for events and not classroom assistance or for delivery of equipment.
Please note: This request process is designated for event support only and does not cover classroom assistance or equipment drop-off services.
Typical support may include:
- Microphones and sound systems
- Projection, displays, and presentation support
- Video playback and sound reinforcement
- On-site technical staffing for the duration of your event
Requests should be submitted 7 to 10 business days before the event date. Submissions made with less notice may not be approved due to staff availability.
- University departments
- Student organizations (with advisor approval)
- External organizations using campus facilities
Currently, AV staffing costs for University-sponsored events are centrally funded and do not result in direct charges to the requesting department.
However, funding is limited and dependent on responsible use. To ensure fairness:
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Scheduled AV staff must be utilized if assigned.
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If staff are scheduled and not used or canceled late, the requesting group will be charged (see Charge Policies).
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Funding coverage is reviewed annually and is subject to change.
For external organizations and non-University events, standard hourly rates apply:
| Group | Hourly Rate |
|---|---|
| MSU Community | $18/hour |
| Non-Profit Organizations | $23/hour |
| For-Profit Organizations | $27/hour |
Minimum staffing requirement: 2 hours, which includes 1 hour of setup and 1 hour of breakdown.
A dress rehearsal is strongly encouraged and may be required depending on the complexity of the event.
To ensure responsible scheduling and to prevent resource waste, the following charges will be applied:
| Situation | Charges Applied When… |
|---|---|
| Cancellation with less than 48 hours notice | Applicable event staffing cost will be charged |
| Host or group does not show for the event | Applicable event staffing cost will be charged |
| AV staff are scheduled but not used at the event | Applicable event staffing cost will be charged |
Examples include:
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Event ends early without prior notification
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Event proceeds without using the assigned technician
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Requester tells staff to “hang out” with no responsibilities
If staff are scheduled, they must be actively engaged in event support.