Instructional Media Services Policies
Service Provider
Instructional Communications Systems’ (ICS) Instructional Media Services department is the exclusive provider of all instructional equipment and audiovisual services for The Pyle Center and The Lowell Center.
If you have questions about our policies, please contact Instructional Media Services staff:
phone, 608-262-2706 or 608-262-5389
email ims@ics.uwex.edu
Policies
Presenter Laptop Policy and Options
Policy: ICS does not guarantee that all presenter-supplied laptops will work with Extension Conference Center LCD projectors.
Despite our best efforts, we cannot guarantee compatibility of all laptops with our LCD projectors. Please contact us at least 24 hours before your program start so we can give your unique laptop and your presentation as much attention as possible to ensure a successful technical outcome. Or, we encourage you to use the installed base of ICS equipment in the Extension Conference Centers rooms.
Background
ICS recognizes and appreciates that presenters want to use their own laptops whenever possible for programs, presentations, and courses. At the same time, the myriad of laptop compatibility issues in education and business today presents challenges for presenters, learners, and ICS alike.
To ensure that the equipment in all conference rooms works as it was designed to do, planning and engineering never stop. But despite our best efforts – engineering upgrades and continual monitoring of new laptops, programs, and connectors – the number of potential compatibility problems also grows. For that reason, ICS offers the following options and policy guidelines for presenters:
Option 1: You can configure your laptop to connect with Extension Conference Center LCD projectors and monitors. Presenters using their own laptops must have administrative rights to them. “Administrative rights” means that you have permission to change settings, download material, and reconfigure settings. If you own your laptop, you have administrative rights. If you’re using a corporate computer, you may or may not have administrative rights. Please check with your desktop administrator before your presentation to assure that you have administrative rights.
When connecting to portable projectors and room systems, presenters need to know how to toggle between internal and external monitors. Presenters must have all accessories including: power supply, mouse, and adaptors necessary to connect to a standard 15-pin VGA connector.
How to Configure Your Laptop
The configurations necessary to connect a laptop to an LCD projector or monitor in the Extension Conference Centers are:
- Set resolution to 1024x768
- Set scan rate to 60Hz
- Set colors to lowest level
- Disable hibernation/sleep
- Disable screen saver
- Be aware of anti-spyware, anti-virus, and firewall dialog boxes/scheduled scans
If you can’t configure your laptop in advance, contact us at least 24 hours before your program start so we can test your laptop. This will save presentation time and minimize disruption. Should your laptop not work properly, ICS provides the following options:
Option 2: ICS can configure your laptop. We will diagnose, resolve, or suggest alternate solutions. The minimum charge will be one hour of technical support ($70 per hour).
Option 3: ICS can provide a laptop for presenters using the Extension Conference Centers ($90 per day). ICS strongly encourages presenters to carry back-ups of their files on USB drives or CDs in the event an alternate computer is needed.
LCD Projectors
To allow for the best audience experience when using projection devices, customer-owned projectors are NOT allowed in The Pyle Center or The Lowell Center. If you require projection equipment for your presentations, you must order either the LCD projection package or a presentation package. IMS does not attach peripheral devices such as printers, wireless mics, and drives to computers not owned by Instructional Communications Systems.
What’s Provided
Equipment rental includes initial setup and testing. Additional staff support is charged at the current hourly support rate, one-hour minimum. Staff support for system rehearsals and setup testing is available at current support and/or equipment rental rates.
Radio Frequency (RF) Equipment
Except for cell phones and wireless laptops, the use of other radio frequency (RF) generating equipment, such as wireless data hubs and wireless microphones, is not allowed in the Centers. Presenter and participant laptops are not to be configured to transmit and/or function as access points.
Ordering Equipment and Services
Equipment is reserved on a first-come, first-served basis through the event planning process, and is subject to availability. Equipment orders should be returned to the event planning and sales department no later than 4 weeks prior to the start of your conference. If all equipment is in use, we can rent additional equipment to meet your needs. Rented equipment will be charged at invoice, plus a $70 handling fee.
Late requests will be based upon availability of equipment and staff. Requests received less than 48 hours before needed cannot be guaranteed and may result in additional service charges.
Cancellations
Equipment and services may be cancelled with notice at least 24 hours in advance of the scheduled use, with the exception of the computer labs (see below). Charges will be assessed for any service or equipment contracted from outside providers. For less than 24 hours notice of cancellation, you will be assessed the full charge for all ordered equipment and services.
Computer Lab Cancellation Policy
Cancellations due to low enrollment will not be charged (24 hour advance notice required). For cancellations for any other reasons, the following charges will apply:
| 0-30 days in advance notice | $360 |
| 31-120 days in advance notice | $180 |
| 121+ days in advance notice | No Charge |
Telecommunications Transmission Charges
Telephone and other teleconference transmission charges will be billed according to usage.
Distance Education Services
Distance Education services in the Extension Conference Centers will be charged at the posted rates for each service in addition to any applicable presentation package fees per room.
How to Contact Us
We’re happy to answer your questions and advise you about the proper selection of medial equipment and services for your event in the Extension Conference Centers. For more information, contact Instructional Media Services at:
(608) 262-2706
email: ims@ics.uwex.edu.
*Prices and policies are subject to change without notice. Policies are effective for events taking place after July 1, 2012.
