Event Technology Services is dedicated to delivering exceptional audio-visual production support for a wide array of campus events. Whether it’s dynamic speaking engagements, student-led concerts, conferences, or special events, our team provides high-end services to elevate your event experience.
Each year, we support over 1,500 live events, ensuring seamless execution through services such as live event production, sound reinforcement, video playback, video capture, and audio/video streaming.
Our commitment is to collaborate with you in creating unforgettable experiences that exceed expectations. Discover how Event Technology Services can enhance your next event with our comprehensive AV solutions.

Available Services

Event Production & Technical Support Audio Services Visual & Projection Services Specialized Services
Event planning and consultation Sound Reinforcement Projector and Screen Setup Video Capture
Equipment setup and teardown Microphone setup (wired, wireless, lapel, handheld) Live video feed and IMAG (image magnification) Live streaming and webcasting
Technical staffing for live events Live mixing and audio engineering Presentation Support (PowerPoint, Keynote, Google Slides, etc.) Hybrid Event Support
Production Support Speaker system setup Stage Lighting and operation Assistive Listening Device Support
Rehearsal and event run-through coordination Audio recording Video Playback Equipment Rental (when applicable)

Eligibility

Event Technology Services provides complimentary AV support for university-sponsored events hosted by academic departments, administrative offices, and officially recognized student organizations. These events must be mission-aligned, intended primarily for the Elon community, and scheduled through the PhoenixSPACES.

AV support is not available for personal events, recurring student organization meetings, or informal gatherings without university sponsorship.

For external organizations or non-university-affiliated events, AV support may be available for a fee, depending on the scope of services required and availability. Costs may apply to:

  • External groups renting campus facilities for meetings, conferences, or special events
  • Co-sponsored events where an external entity is the primary organizer or funding source
  • Private functions such as weddings, receptions, memorials, or other personal events held on campus

Requesting Support

For Students: 

Submit requests through the Student Event Technology Request Form.

For Faculty and Staff:

Request AV support via Phoenix S.P.A.C.E.S when reserving your event venue. Please provide as much detail as possible – a member of Event Technology Services will follow up to assist.

To update your previously submitted request, please submit a technology change request.

For External Event Organizers:

Before requesting AV support, you must complete the External Event Request Form and confirm your venue through the Office of Event & Space Management. As part of this process, we will collaborate with you and Event & Space Management to assess your needs and provide a customized quote for equipment and staffing.

Important Notes:

  • Submit your request early in the planning process to ensure availability.
  • Requests made fewer than 10 business days before an event are not guaranteed.
  • If we’re unable to provide support, we may recommend self-service options or approved vendors.

For questions, contact eventtechnology@elon.edu or call (336)278-6521.

Planning and Preparation

To ensure your event runs smoothly, thorough planning and preparation are key. As you organize your event, please consider the following items and share them with us well in advance of your event date. Early submission helps us provide the best possible support and ensures a seamless experience for all attendees.

Helpful Materials:

  • Run of Show (ROS): A detailed schedule outlining the event flow, including timing for each segment.
  • Scripts: Any scripts or speaking notes for presenters to ensure proper coordination.
  • Graphics: All event graphics, logos, and other visual materials for slides or displays.
  • PowerPoint Presentations (PPTs): Submit presentations ahead of time to ensure proper formatting and technical compatibility.
  • Music: Playlist or specific music tracks, including any technical requirements for audio playback.
  • Zoom Link: If your event will be hosted virtually or hybrid, provide the Zoom link (or other virtual platform details).

Audience Considerations:

  • Assisted Listening Requirements: If your event needs to accommodate attendees with hearing impairments, please inform us in advance.
  • Translation Services: If translation is needed for your event, we can assist in coordinating options.
  • Accessibility Needs: Let us know if there are any specific accessibility requirements, such as captioning or sign language interpreters.

Contingency Plans & Alternatives:

  • Rain Plans: For outdoor events, please have a backup plan in place in case of inclement weather, and share it with us so we can adjust accordingly.

Policies & Procedures

Submission Deadlines

To ensure we can provide the best possible support for your event, we require that all Event Technology Service requests be submitted at least 10 business days prior to the event date. This allows us time to properly assess your needs, coordinate resources, and secure necessary equipment and staffing.

Requests submitted less than 10 business days in advance may not be guaranteed support. If we are unable to fulfill your request, we may suggest alternative solutions, such as self-service options or approved third-party vendors.

Other Important Deadlines to Consider:

  • Material Submissions: To ensure proper preparation, we encourage submitting any event materials (e.g., presentations, scripts, graphics, music, etc.) at least 3 business days before the event.
  • Changes to Existing Requests: If you need to make changes to an existing request (e.g., equipment changes, schedule adjustments), please do so at least 3 business days before the event to allow us to accommodate your updates.
  • Rehearsals or Technical Run-Throughs: If your event requires a rehearsal, we recommend scheduling it at least 10 business days before the event to ensure we can provide adequate staffing and resources.

By adhering to these deadlines, we can work with you to ensure a smooth and successful event.

Cancellation and Changes

We understand that event plans can evolve, and we strive to be as accommodating as possible. However, because Event Technology Services operates with limited resources and staff, it’s essential that cancellations and changes be communicated in a timely manner to minimize disruption to our team and other event support needs.

Event Cancellations:

If you need to cancel your event, please notify Event and Space Management at least 5 business days prior to the scheduled event date via the Event Change/Cancellation Request Form. This allows us to adjust our staff schedules and reallocate resources efficiently, ensuring that other events aren’t impacted.

Changes to Event Requests:

  • Minor Changes: For small adjustments to timing or equipment, please notify us at least 3 business days before the event. While we will do our best to accommodate these requests, last-minute changes may limit our ability to meet your needs, especially if they involve staffing or equipment modifications.
  • Major Changes: Significant changes, such as adding new equipment or additional technical support, should be communicated at least 5 business days in advance. These changes require us to adjust our resource allocation and could result in scheduling conflicts or difficulty in securing additional staff and equipment.
  • Large-Scale Changes or Additions: Requests for substantial changes—such as increasing the scale, moving venues, adding specialized services, or making major alterations to setup—require at least 7 business days’ notice. These kinds of requests often involve reassigning multiple team members and ensuring we have the necessary resources, so the earlier we know, the better.

Late cancellations or changes impact staff schedules, equipment availability, and our ability to serve other events, potentially leading to shortages or disruptions. While we do not charge cancellation fees, timely communication is essential for ensuring smooth coordination and the best possible support for your event.

What to Expect on Event Day

To ensure a smooth event experience, here’s what you can expect from Event Technology Services:

  • Arrival Time: We will arrive at least 30 minutes prior to your event start time to ensure that all equipment is set up and functioning correctly. For larger or more technical events, we may arrive earlier for setup. If you would like to meet with us at a specific time prior to your event, please include this time in your technology request.
  • On-Call Support: For most events, our team will set up the necessary equipment and provide training prior to the start of the event. However, for more complex events, we may have a technician on-site throughout the event to manage equipment and resolve any technical issues. If problems arise during the event, please call (336) 278-5200, and we’ll be ready to assist you promptly.
  • Event Technician: For events that require additional technical support, we may assign a technician to stay on-site throughout the event. They will be responsible for managing equipment, troubleshooting, and ensuring everything runs smoothly.
  • Contact Information: For any last-minute questions or adjustments, please reach out to us via email at eventtechnology@elon.edu or call (336) 278-6521.
  • Post-Event: After the event, our team will ensure that all equipment is safely packed up and removed. If you encounter any issues after the event, please contact us so we can address them promptly.

Service Limitations & Exclusions

Event Support Limitations

Due to the high volume of requests and the scope of our services, we are unable to support the following types of events:

  • Recurring student organization meetings
  • Student-sponsored parties
  • Intramural games and tournaments
  • Public showings of television broadcasts

Please contact us if you are unsure whether your event fits these categories, and we can provide guidance.

Equipment Use and Expectations

Please contact us if you are unsure whether your event fits these categories, and we can provide guidance.

DJ Equipment Policy
Event Technology Services does not provide sound systems for professional DJs, as we expect DJs to bring their own equipment for their performances. However, we are happy to support background music through a laptop if needed for your event.

Supported Spaces & Technology

Requesters can reference Phoenix S.P.A.C.E.S to determine their technology needs based on the equipment that is currently installed in each of Elon’s venues. Because many venues are already equipped with technology, additional technology may not be needed. The scheduling staff in Event Technology Services will take into account the needs of the event and adjust the level of technical support based on the capabilities of the venue.

The Event

The requested equipment will be set-up and ready no less than 30 minutes prior to the event start time. If problems arise during the event, or if the event ends earlier than specified, please call the Technology Service Desk at (336)278-5200. The event organizer is responsible for equipment left unattended during or after the event.

For highly technical events, Event Technology Services may be able to provide an event support technician to stay in the room for the duration of the event.

Equipment Rental and Outsourcing

In certain cases, equipment rental is necessary, typically when our inventory is insufficient to meet the requirements of an event. Additionally, during busy periods or for last-minute requests, Event Technology Services may recommend outsourcing to ensure the event runs smoothly. In these situations, a quote will be provided for approval before confirming the event. Any associated costs will be billed to the requester’s departmental account.

For External Event Organizers:

For information on equipment availability, staffing, and pricing, please contact us for a customized quote. Our team will work with you to assess your needs and provide rates for AV support.

To request a quote or discuss your event requirements, please email eventtechnology@elon.edu or call (336) 278-6521.

Specialized Services

Video Capture

Event Technology Services provides video capture, editing, and distribution for events that present valuable and educational content, such as guest lectures and professional presentations that benefit the Elon community. Typically, videos are published on the Teaching and Learning Technologies YouTube channel or Elon’s video cloud platform, Kaltura. If the content is intended for Elon-only access, it can be restricted to users with an Elon username and password.

Event Technology Services generally does not capture the following:

  • Class lectures
  • Class presentations
  • Content for departmental archives
  • Internal departmental meetings
  • Content containing copyrighted material

Important Note: It is the requester’s responsibility to obtain a signed video release form within 24 hours of the event’s start time to allow Event Technology Services to record the event.

Live Event Streaming

Event Technology Services provides live streaming for select university events that are intended to reach a broad external audience in real time. These events typically include high-profile speakers, conferences, or significant community engagements that serve the greater public interest.

Real-Time Viewing: Live streaming is a resource-intensive service, and it is essential that events streamed live have a compelling reason for being viewed in real time rather than as on-demand content. Streaming should be requested when immediate access to the event is crucial for the audience, such as for real-time engagement, interactive elements, or time-sensitive content.

For events that do not require real-time viewing, video capture may be a more appropriate and resource-efficient option. Captured videos can be edited and distributed later for on-demand access, reducing the strain on resources while still making the content available.

Event Eligibility: The event must be designed to reach a large external audience, beyond the immediate university community.

Approval: Streaming services will only be provided for events that are pre-approved by Event Technology Services and align with the university’s outreach goals.

Content Restrictions: Events featuring sensitive or proprietary content may be excluded from streaming to protect confidentiality or intellectual property.

Technology and Resources: Sufficient technical resources, such as internet bandwidth and equipment, must be available to support a smooth and reliable stream.

Requests for live streaming should be made well in advance to ensure adequate preparation and resource allocation.

Hybrid Event Support

Event Technology Services provides support for hybrid events, which combine in-person and virtual participation. These events are designed to engage both on-site attendees and remote viewers, offering flexible access to university events. The following policies outline the guidelines and requirements for hosting a hybrid event:

Event Eligibility

  • Hybrid events must be intended for both in-person and remote audiences, where virtual participation is integral to the event’s success.
  • The event should have a clear purpose for offering hybrid access, such as broadening audience reach, increasing accessibility, or accommodating participants unable to attend in person.

Technology Requirements

  • Equipment: Sufficient audio-visual equipment is required to ensure seamless integration between in-person and remote attendees. This may include cameras, microphones, streaming platforms, and presentation tools.
  • Internet Connectivity: A stable, high-speed internet connection is critical for reliable streaming and real-time interaction with virtual participants.
  • Platform Support: The event must utilize an approved streaming platform (such as Zoom or Teams).

Support and Staffing

  • Event Technology Services will provide technical support during the event to manage streaming, troubleshooting, and platform coordination.
  • Staffing levels will be determined based on the scale of the event, complexity of the technology, and the need for real-time interaction between virtual and in-person attendees.

Event Preparation and Scheduling

  • Hybrid event requests should be submitted well in advance (at least 3-4 weeks prior to the event) to ensure proper coordination, technology setup, and staff allocation.
  • A technical rehearsal is highly recommended before the event to ensure all systems are functioning correctly and that virtual and in-person components are synchronized.

Alternative Solutions

  • For events where hybrid engagement is not essential, Event Technology Services may suggest simpler virtual or in-person solutions (such as video capture or standard live streaming), which may be more resource-efficient.

Cost Considerations

  • Hybrid events typically require additional resources and staffing, and as such, may incur additional charges. A quote will be provided for approval prior to confirming the event.

Equipment Rental

While Event Technology Services does not offer extensive equipment rentals, we encourage you to take advantage of the resources available through Media Services at Belk Library.

Event Technology Services does offer radio rentals, which can be reserved by contacting us directly at eventtechnology@elon.edu or (336) 278-6521.