Policy outlining AV technical support for university events.

Purpose

This policy outlines the procedures and standards for selecting and managing AV contractors to ensure high-quality AV services that meet the University's needs.

Scope

This policy applies to all university departments and organisations that require AV contractor services for events held on campus, including academic, administrative, and student-led events.

Policy Statement

All teaching venues at the University of Galway are principally designed for teaching purposes and equipped with appropriate AV technology to support this function. For further information, please refer to: https://tips.universityofgalway.ie/m/122552/c/433146

If you intend to utilise the AV equipment provided in a teaching venue for an event, including recording or remotely transmitting proceedings using applications such as Zoom or MS Teams, please ensure that you are familiar with the venue and any associated available equipment in advance. Additionally, requests to borrow specified wireless microphones by contacting [email protected].

Please note that technical support services and associated additional equipment required for your event, such as extra cables, microphones, cameras, livestreaming, and media production, must be hired from one of the approved external contractors as per CON433, as outlined below.

The CELT unit supports 320 venues spread across multiple campuses. Our primary focus lies in leveraging technology to enhance teaching and learning. This includes providing support during the teaching weeks and undertaking upgrades, refurbishment, and project work at other times of the year.

Technical support for events held in or hosted by the university, is outsourced as per the procurement framework agreement CON433. This centralised contract, developed in collaboration across several services and offices, ensures the provision of Specialist Technical Support for various event requirements such as audio-visual, recording, streaming, and media production.

Events, especially those of significant importance, demand specialised technical support for setup, testing, contingency planning, flexibility, safety compliance, and effective communication with organisers and participants. Contractors listed in CON433 have indicated

that they can meet these requirements as part of the requirement to be listed within the framework.

Compliance

For information concerning CON433, please refer to: https://tips.universityofgalway.ie/a/1577827

Policy Review

This policy will be reviewed annually by the CELT Senior Management Team in collaboration with the Risk Management & Procurement Office and updated as necessary to ensure its effectiveness and alignment with university strategic goals and regulatory requirements.

Approved by: CELT Senior Management Team

Date: 1/5/24

Next Review Date: 1/5/25