Instructional Media Services Rates*and 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. The only exception is laptops and LCD projectors which may be provided by customers for use in some rooms (see below).
The rates listed represent our most commonly requested equipment. If you need equipment or technical services not listed, call Instructional Communications Systems, at (608) 262-2706. All prices include initial set-up, testing, and daily rental of equipment, except where noted. Additional staff support is charged at the current hourly rate, one hour minimum. It is important that you communicate your complete audiovisual needs to us in advance, so that we can help make your event successful.
How to order: Please contact your ECC event planner.
Click here to see the media services rate sheet.
Policies and Procedures
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 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 Conference Center classrooms and Distance Education 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 conference and distance education 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 or 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; check with your desktop administrator.
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 presenter-supplied 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 ($57 an hour).
Option 3: ICS can provide a laptop for presenters using the Extension Conference Centers ($80 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.
If you have questions about any of the laptop policies, please contact Instructional Media Services staff:
phone, 608-262-2706 or 608-262-5551
email ims@ics.uwex.edu.
LCD Projectors
Customers may use their own LCD projectors in most rooms of The Pyle Center and The Lowell Center. Customer-owned projectors are NOT allowed in the following Pyle Center rooms: 121, 209, 227, 232, 235, 327, 332, and 335. All customers bringing in LCDs must order the projector support package* (see price sheet for details). Contact us before your event to pre-qualify your projector for operation with our systems. Labor charges (one hour minimum) will be assessed for technical assistance with customer-provided LCDs at/during program time. With the exception of LCD projectors, ICS does not attach peripheral devices such as printers, wireless mics, and drives to computers not owned by ICS.
What’s Provided
Equipment rental includes initial setup and testing. Additional staff support is charged at the current hourly labor rate, one-hour minimum. Staff support for system rehearsals and setup testing is available at current labor 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/Scheduling Equipment
Equipment is reserved on a first-come, first-served basis through the program scheduling process, and is subject to availability. Equipment orders should be returned to the scheduling department no later than 4 weeks prior to the start of your conference. If all of our equipment is in use, we can rent additional equipment to meet your needs. Rented equipment will be charged at invoice, plus a $57 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 |
Transmission (Toll) Charges
Telephone and other teleconference transmission charges will be billed according to usage.
Distance Education Services
Those scheduling WisLine and WisLine Web services will be charged respective network or transmission charges.There will be no equipment charge for WisLine and WisLine Web services.
Those scheduling interactive video or satellite video services will be charged respective equipment and/or service charges according to the above price list, plus applicable transmission charges.
All distance education services (interactive video, satellite video, WisLine, and WisLine Web) are available at The Pyle Center. WisLine audio and satellite services are also available at The Lowell Center.
How to Contact Us
We’re happy to answer your questions and advise you about the proper selection of audio-visual equipment for your event in the Extension Conference Centers. For more information, contact Instructional Media Services department at:
(608) 262-2706
email: ims@ics.uwex.edu.
*Prices and policies subject to change without notice. Prices are effective for programs taking place after July 1, 2008.
