Knowledgebase: Audio Visual
AV: Special Event Best Practices
Updated: 21 October 2016 09:59 AM

In order to help you avoid the risk of unanticipated playback or technical issues for presentations at OCAD University it is important that you review the following information and take the recommended steps to minimize the likelihood of any problems occurring that might impact on the success of your event or presentation. If you are coordinating an event on behalf of a group of presenters please ensure this information is provided to each of them well in advance of the date when they will be delivering their presentation.

Request Process

Please browse to www.ocadu.ca/itsupport and log in on the left hand side. Once logged in, click "submit a ticket" and select the "special event support" form and click submit. Fill out the form to the best of your ability and keep an eye on your email for correspondence from Help Desk staff. We require that all special event support requests are submitted via the ticketing system. 

Considerations

Almost all presentation facilities available for use at OCAD University are outfitted with built in digital projection and audio systems and laptop connectivity. Larger lecture and classroom facilities, including rooms MCA 190, MCA 230, MCA 284, MCA 544 and RHA 420 are outfitted with lecterns that have built in computers (Apple), room controls, connectivity options for laptops and DVD playback. 

The following are important considerations when planning your multimedia presentations at OCAD University:

  • Do you require additional equipment for the event such as a DVD player, VHS player or slide projector? If so please let us know. 

  • Do you require a projector, PA system or extra microphones for the event? If so, how many? We have both wireless and wired microphones. Depending on the room, there is a limit to how many microphones we are able to connect. 

  • Will the presenter be using his/her own laptop? Is it a Mac or PC? Do they need to play audio? Do they have their own VGA adapter? If you are unsure about what these things mean, please ask us! 

  • If you are organizing multiple presenters that will be presenting using our computers we strongly recommend that you provide the presentation files to us ahead of time so that we can “test drive” them and ensure all presentations are set up on the tested computer system that will be made available throughout the event. We cannot guarantee that presentation files or presenter individual laptops will work as expected without testing in advance. 
Presenters using their own laptops do not need to send us their files in advance.
  • Wherever possible we ask that all presenters, or a coordinating representative for all presenters, arrive 30 minutes prior to the start of the day’s event in order to go over last minute setup details with one of our AV Support Specialists. It is best to make sure that the microphone levels are appropriate, that presentations are loading correctly and that the lighting is adequate before the event starts! 

  • Please send us your itinerary and, if applicable, a floor plan indicating where to place speakers, microphones, projectors etc. Most rooms have set floor plans and modifications may not be feasible and we will advise you accordingly. However, some rooms, do not have built in AV or IT equipment so an understanding of what you require is needed in order for us to be able to best accommodate and support you. 


Costs

  • Pre-event setups and tests during regular operating hours are provided free of charge. However, if you wish to have Support Staff on site for the duration of your event or for any after hours support, we charge $40/hour for this service. 

  • Events taking place on the weekend that require the use of any classroom or auditorium technology carry a mandatory staffing charge of $40/hour - we do not allow for these events to be "self supported" during weekends due to past experience with failed events and damaged equipment. 
  • If wifi credentials are required for visiting lecturers, guests or conference attendees we charge a fee of $10 per account or $200 for a group. You can request wifi access by logging into the IT Support Site, signing in on the left hand side, clicking "submit a ticket" and selecting the "guest wireless request" form.

The following table contains information worth considering when planning an event in our most popular venues: 


ROOM

PROJECTOR RESOLUTION

Mics

PODIUM

Laptop Connectivity ?

Auditorium (Room 190)

1280 x 800

Built in Mic + up to 4 wired + 2 wireless

Built in Mac Mini with 2 USB

yes

Central Hall (Room 230)

1280 x 768

Built in Mic + up to 4 wired

Built in Mac Mini with 2 USB

yes

Room 284

1280 x 768

Built in Mic + up to 2 wired

Built in Mac Mini with 2 USB

yes

Room 544

1280 x 768

Built in Mic + up to 2 wired

Built in Mac Mini with 2 USB

yes

Great Hall

1024 x 768

Up to 2 wired

*on request

*on request