Technology & AV

AV Services

• Conference Services works with the internal event planner to determine the AV needs for the event. The internal event planner does not work with media services directly.
• All AV needs are due to Conference Services two weeks prior to the event.
• The run of show and all electronic presentations and materials are due to Conference Services one week prior to the event date.
• The internal event planner does not work with TSS directly.
• It is important to note that some AV services offered on the Downtown Campus may not be offered at all campuses due to different types of staffing. Discuss your needs with your Conference Services Coordinator to ensure that proper coverage is requested.

Videography

Videography can be requested for events wanting to capture video of their event that will be used for future marketing, promotion, documentation, etc. If you'd like to have a videographer for your event, please let your Conference Services Coordinator know. They will submit the request through 5 Star for the event.

IMPORTANT: The request must be submitted at least one month prior to the event. (requests aren't guaranteed)

When there will be videography at events, Conference Services will ensure that photo/video release signs are posted around the event. Release signs are not a replacement for release forms when minors are being filmed.

Contact your Conference Services Coordinator immediately if minors will be present at your event and videography was requested.

Post Event Information

After your event, videos will be edited and made available to you. If you have an urgent need for your video after the event, please let Conference Services know when submitting the request. If there is no demonstrably urgent need for the event recordings, they will be finished as the department's workload allows.

A link to the video will be emailed to Conference Services and the internal event planner once complete.

Livestreaming

Livestreaming can be requested for events wanting to be broadcast for public viewing. It is often used at graduations, pinnings and other events to reach a wider audience and provide friends and family with the flexibility and convenience of watching from their home. It is one-way, meaning the public can view the video but they cannot interact or comment, etc.

If you would like to have your event livestreamed, here's how it works:

1. Let your Conference Services coordinator know.
2. Conference Services will request livestreaming through a 5Star work request.
   1. The request needs to be submitted one month prior to the event date.
   2. Requests made are not guaranteed.
3. Once the request is confirmed, Conference Services will work with marketing to create a home for the livestream on the internal group's LCC.edu webpage.

If the livestream is recorded, Conference Services will email the link of the recording to you after the event.

Video Conferencing

Video conferencing can be requested for events wanting to have both in-person interaction and an interactive online audience. Video conferencing is two-way, meaning anyone in the meeting can speak, comment in the chat, see the documents, etc.

If you would like to have video conferencing for your event, here's what to do:

1. Let your Conference Services coordinator know.
2. Conference Services will request video conferencing through a 5Star work request.
   1. The request needs to include who is setting up the meeting link (the internal event planner or Media Services), what platform is being used to host the event (WebEx, Zoom etc.), if it needs to be recorded, if captioning is needed, etc.
   2. The request needs to be submitted one month prior to the event date.
   3. Requests made are not guaranteed.

If the video conference needs to be recorded, the internal event planner must let Conference Services know at least one week before the event date. Conference Services will email the link of the recording to the internal event planner after the event.

Photography

Photographers can be requested for events wanting to capture photos of their event that will be used for future marketing, promotion, documentation, etc.

If you would like to have a photographer onsite for your event, here's how it works:

• Conference Services will request a photographer through a 5Star work request.
• The request needs to be submitted one month prior to the event date.
• Requests made are not guaranteed.

What do you do if a photographer isn't available or your event doesn't qualify for a college photographer?

That's easy – you can request an LCC Camera through your Conference Services Coordinator. Here's how that process works:

• Conference Services will request a camera through a 5Star work request.
• The request needs to be submitted one month prior to the event date.
• Requests made are not guaranteed.
• If the request is granted, the camera and pictures will be the responsibility of the internal event planner, not Conference Services.
• Personal photographs with a phone are not allowed to be taken and published in marketing, social media, etc.

When there will be photography at events, Conference Services will ensure that photo/video release signs are posted around the event. Release signs are not a replacement for release forms when minors are being filmed.

Contact your Conference Services Coordinator immediately if minors will be present at your event and photography was requested.

Post Event Information

• Photographs will be edited and made available after the event.
• If you have an urgent need for photographs after the event, please let Conference Services know when submitting the request. If there is no demonstrably urgent need for the event images, they will be finished as the department's workload allows.
• A link to the photographs will be emailed to Conference Services and the internal event planner once they are complete.

Digital Signage

You've probably seen all of the monitors lit up for one event or another from time to time. Your event information can also be posted on the digital signage across our campuses as well.

Here is how it works:

• Digital Signage hardware (displays and players) is also managed by Technology Support Services
• Certain events include digital signage to help with parking and wayfinding (available at the downtown campus only).
• Conference Services will determine the digital signage needs and request the digital signage through a 5Star work request.
• The request needs to be submitted two weeks prior to the event date.

Virtual Events

The College can help with your virtual event needs however, Conference Services does not help coordinate virtual-only events. You will work directly with Technology Support Services if you are planning a virtual-only event.

What is a virtual-only event?

Virtual-only events are events that do not have an in-person component and all attendees are connecting to the event via a video conferencing platform. Here at LCC, we use Webex for video conferencing.

Here's some information about Webex:

Capabilities

• LCC has a platform limit of 1,000 participants per unique Webex session. Webex Session means (Meeting, Webinar or Event)
• Recording is available, a variety of recording layouts can be used.
• Recordings are accompanied by a Transcript of the recorded content.
• Automatic captioning is a standard feature of Webex.

Let's say you don't want to use Webex or are working with an outside partner that uses an alternative video conferencing platform like Zoom, Microsoft Teams, or Google Meet, etc. We are happy to help with using alternate platforms if desired.

If an alternate platform is desired, the online event must be created by the event planner or the group making the request. TSS and the Events team will work to accommodate these other platforms.

Here's how you request assistance with virtual meetings:

• Requests for assistance should be made by creating a Classroom Services 5Star request.
• Any request for assistance must be made at least one month in advance and include.
  • Date
  • Time
  • Event Title
  • Justification for needing assistance.
  • Who will be responsible for creating the virtual event session.
    • Event Planner, their designee or Classroom Services

Please keep in mind that requests made are not guaranteed.

If your request is accepted, a Classroom Services team member will be assigned to the Virtual Event and will guide you through the process of setting up and running the event.

After the Event

When your virtual meeting is over, the assigned tech support team member will share a link to a file containing the recordings and associated files.

A few things to note:

• Some of these items may take 24 hours to become available.
• If classroom services created the session you will receive:
  • Any recordings of the virtual meeting and associated Transcript
  • Chat logs
  • Attendance report
• If the Event Planner or their designee created the session
  • Access to recordings and chat logs made should be accessible by the creator

Movies & Music

Music and movies help make an event more entertaining, engaging and in most cases, more festive. The College has music licenses with BMI, ASCAP and SESAC which allows music of all genres to be played on our campuses at events, meetings, and more. Learn more about playing licensed music at your events on the Music Licensing webpage.

LCC, like all colleges and universities, must properly license movies for any screening outside of classroom use. In order to play any movie, copyright and public performance rights must be purchased. More information about copyright compliance and public performance can be found at swank.com.

For more information about purchasing copyright and/or public performance rights, or to receive a quote for screening, please contact Conference Services.