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MEDIA SERVICES GENERAL POLICIES



upAccessibility
Media Services personnel do not have keys to classrooms or seminar rooms. Please insure that the location of your event is accessible by our technicians prior to the start time. For involved set ups, we need access to the location at least one hour in advance to insure a successful event. If our technicians are locked out of the room at the specified pickup time additional rental and labor charges will be incurred. We can deliver equipment only to locations accessible by elevators or wheelchair ramps, due to the possibility of personal injury or equipment damage.

upBilling and Payment Information
An index or recharge number must be provided for all orders. Personal checks will not be accepted as payment for services or supplies. Monthly billing statements are posted on our website by the first week of the following month. Please review these statements within 90 days and contact Mary Anne Saliwanchik at 822.2865 with any requests for corrections.

upCancellations
Orders may be canceled at anytime by calling Media Services at 534.5784. All orders must be canceled within 24 hours to avoid being charged the full cost of the order. Weekend orders must be canceled by 4:30PM Thursday to avoid being charged. Cancellations of hourly rated equipment with a duration of more than four hours will be charged a maximum of four hours.

Estimated Prices
The prices displayed on the order and in your order confirmation are only an estimate.
The actual charges may be different if additional equipment or labor is needed to support the event.

Late Orders and Late Changes
Orders, additions, or changes of any kind are not guaranteed if placed less than 42 hours in advance (excluding weekends and by 4:30PM Wednesday for weekend orders) and will incur a late order charge of $10.00 per occurrence. Orders placed less than 4 business hours (Office Hours - Monday thru Friday 8:00AM - 4:30PM) in advance will incur an extreme late order charge of $20.00 per occurrence. Please be aware that late orders are subject to late delivery.

Memorial Services
Media Services will provide a basic sound system (one microphone, two speakers and one powered mixer accommodating up to 300 people) at no charge for memorial services held during regular business hours. Services held after business hours will incur labor charges. Equipment other than a basic sound system may be rented at any time.


Non-Media Services Equipment
Media Services will make every effort to operate sound, projection, camera and computer equipment belonging to other departments. A Staff Projectionist is required when this is necessary. The variety of makes and models and the range of knowledge required to operate them means we cannot fully guarantee operation of department-owned equipment. This same policy applies to media systems designed and installed by departments or companies other than UCSD Media Services. Time spent familiarizing ourselves with such systems may also be charged as labor to requesting departments irrespective of the outcome of the requested service. We reserve the right to decline requests involving the operation of department-owned equipment which does not meet our technical standards.

No-shows
We reserve the right to cancel services for an order if the user has not arrived by the requested start time. If possible, we will wait up to 10 minutes before event is deemed a "No-Show". When placing an order, be sure that a representative will arrive at least five minutes before the start time you indicate as someone needs to be present to accept responsibility for the equipment.

Off-Campus Deliveries
Our primary mission is to provide media presentation equipment and services as instructional support to classes held on the UCSD campus. We are unable to service off campus locations other than SIO, Birch Aquarium, University House and Salk Institute.

Price Center Events
Customers needing audiovisual equipment for events in Price Center program spaces (Theatre, Ballroom, Plaza and Porter's Pub) will be required to order the equipment from Price Center Reservations, 858.534.7666. University Centers is equipped with sound and video equipment for these spaces and employs trained staff to operate that equipment. When using media equipment in the small meeting rooms in Price Center, please request portable projection screens directly from Price Center Reservations. Media Services will deliver portable screens to Price Center meeting spaces only if Price Center is unable to provide them due to lack of inventory.

Rain Policy
Media Services may withhold delivery if there is any possibility equipment will be exposed to moisture from rain, fog, etc. When an outdoor event is cancelled due to rain and Media Services is notified prior to delivery, all charges will be waived. If equipment is delivered and then removed due to rain, order will be charged as a late cancellation. If an event is moved indoors, additional labor charges may apply but “late location change” fee will be waived.

Room Configuration
In locations where the room arrangements can be reconfigured, customer is responsible for having the room seating ready prior to equipment setup. Media Services technicians are not responsible for moving chairs, tables, etc. before the equipment is setup. For urgent requests contact Facilities Management at 858.534.2930. For non-urgent requests please see Facilities Maintenance and Repair Services.

User Media & Supplies / Lost and Found
Please be sure to remove all media and supplies from equipment when finished. Media Services will not be responsible for items left with or inside the equipment, or items left in the classroom. Call our Help Desk 534.5784 to enquire about lost and found items.