Issue/Question
- How do I get technology help with an event in an OSU classroom, presentation, or meeting space?
Environment
- Oregon State University
- Classrooms, Meeting Rooms
Explanation
If you are planning to hold an event in an OSU classroom or meeting room with built-in technology (such as computers, monitors, projectors, cameras and microphones) you may have questions about who can support your use of the space during an event.
Resolution
Consultation
For help choosing a space that best fits your event's technology needs, contact your department IT or Media Services.
Technology Orientation/Training
For help learning how to use the technology in a room, contact your department IT or Classroom Technology.
IT Support during an Event
Please note that IT does not generally provide "event support"; if an event requires staff on-hand during the event to ensure it runs smoothly, that should be provided by the department hosting the event.
For events that occur during business hours, your department IT person may be able to help with the initial technology setup, e.g. making sure the projector/display, microphones and speakers are working, Zoom meeting is setup and working, and presentation is displaying correctly. This should be scheduled in advance.
Media Services offer more advanced services such as video and/or audio recording, broadcast/live streaming, and studio production. For a consultation and to schedule media support for an event, contact Media Services well in advance of your event.
Note: if you have an urgent need to record an event, contact Media Services.
If you have technology issues in a general purpose classroom, use the phone in the room or call 541-737-8787 option 1 to contact Presentation Support. This service is available during regular business hours.
General Advice for Events
- Plan well in advance. You can request a consult from Media Services as soon as you know about your event. The sooner you ask for help, the more resources will be available.
- Choose your space carefully. Not all rooms have the same technology. Using a room with a built-in computer is easier than a bring-your-own-device setup.
- Use the computer in the room. While presenters may prefer to use a device they are familiar with, doing so increases the chance that something will go wrong. It's best to use the computer already setup in the room and have the presenter bring their presentation on a thumb drive or place it on cloud storage they can access from the computer in the room.
- Practice ahead of time. Meeting planners and presenters should acquaint themselves with the setup in a room in advance of an event. This is also a good chance to find out if any adapters will be needed.
- Have a backup plan. It's rare, but sometimes technology might break in a way that can't be quickly fixed. In that case, it's good to have a plan B.
Additional Information