Learning Environments (LE) can help you figure out all your multimedia needs for meetings, lectures, conferences, and other events. Our friendly, knowledgeable staff will help you with everything from simple equipment rental to venue setup support, as well as provide reliable onsite technical support throughout your event.
LE does not charge for academic activities/events. The definition of an academic activity/event includes regularly scheduled classes, labs, review sessions, and performing arts rehearsals and productions. For non-academic events/meetings, the following list of information about equipment loans, equipment rentals, A/V setup tiers, and virtual meeting support will help you budget the most cost-effective solution. LE is happy to talk through these options as you are making preparations for your event if desired. Just call 388-6438—we are happy to help you!
Equipment loans:
Did you know that faculty, staff, and students can check out a variety of computer and multimedia equipment for a short-term loan via the Circulation Desk in the Schaffer Library? While there is no charge for equipment loans through the Library, you will incur a fee if the equipment is not returned on time and/or if the equipment is damaged/lost. If you are planning to use the loaner equipment, we recommend that you reserve equipment as soon as you can by contacting the Circulation Desk at 518.388.6280.
Equipment Available for Loan
- Mac Laptops
- PC Laptops
- Digital Cameras*
- Digital Video Cameras*
- Data projectors
- Webcams
- Tripod
- Audio Response Systems (Clickers)
- Wireless Presentation Clickers/Laser Pointer
- iPad Loaner Program (Course Reserve)
*Students may check out this equipment for loan, if available. All other equipment can only be checked out by a faculty or staff member.
Loaner Policies
- Laptops may be borrowed for a maximum of two weeks. All other equipment (with the exception of Course Reserve iPad Loaners) may be borrowed for a maximum of one week. Renewal period: one week. (For information on how to reserve iPads for your course please see iPad Loaner Program (Course Reserve).)
- Faculty/Staff wishing to use a laptop must come to Schaffer Library. Do not send a student to pick up equipment.
- Equipment must be returned by 5:00 PM on the scheduled return date.
- Please leave all returned equipment with a Circulation staff person. Do not leave any equipment in the book return box or unattended on the Circulation Desk.
- Make sure all supporting peripherals (power cords, cables, etc.) checked out with the loaner equipment are returned.
- The faculty/staff member who checked out the equipment assumes financial responsibility for any damages or missing parts until the equipment is returned.
Equipment rentals:
Multimedia and computer equipment are available to rent through ITS to campus constituents. An organization's account number must be provided to make a reservation or, if paying by cash or check, all fees must be paid in advance (please make all checks out to "Union College"). There is no fee or need for an account number if you are borrowing equipment for an academic class, but there may be an additional fee if the equipment is not returned on time. You may stop by Steinmetz 110 and pick up your reserved equipment during normal business hours 8:30 a.m.-4:54 p.m., Monday-Friday. If you would like LE to set up and deliver rental equipment for non-academic events, there is an additional charge of $30.00.
The following equipment is available for rental:
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Equipment Available for Loan/Rental
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Fee per day (for non-academic events)
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*Replacement Cost
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Laptop
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$10
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$1500
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Projector (portable size)
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$10
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$900
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Projector (large format projector)
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$75
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$4000
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Projection Screen (screen sizes 80" and 100" 16:9 aspect ratio)
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$10
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$900
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Projection Screen (screen size 100"x160" 16:9 aspect ratio)
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$75
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$3500
|
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Flat Panel LCD (Various Sizes)
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$10
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$900
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Flipchart and Easel
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$20
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$50
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|
Sound system
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$10
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$1500
|
|
Speaker (small)
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$5
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$500
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| Anchor Speaker sound system |
$15 |
$1500 |
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Meeting Owl
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$30
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$1000
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*An account number for the organization is required for deposit. The organization's account will be charged the full replacement cost for any neglect of equipment (lost, stolen, or damaged).
To reserve equipment, please call 388-6438 or send an email to helpdesk@union.edu at least three business days in advance of your event. There is a 25% surcharge for requests of less than 72 business hours.
A/V setup tiers:
A/V Setup Tiers may be a cheaper option than renting individual pieces of equipment in some instances. To request an event setup, please call 388-6438 or send an email to helpdesk@union.edu at least three business days in advance of your event. There is a 25% surcharge for requests of less than 72 business hours. An organization's account number must be provided to make an event setup request or, if paying by cash or check, all fees must be paid in advance (please make all checks out to "Union College"). If you are requesting a one-time, non-recurring setup for an academic class, there is no fee or need for an account number. However, requests for setups and/or an operator to record an academic event/class on a recurring basis will incur a $30/hour fee.
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TYPE OF EQUIPMENT SETUP
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*Fee
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Laptop Setup includes:
- Laptop
- includes a minimum of 1 hour of LE staff setup/breakdown time
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$40
|
|
Projector and Screen Setup includes:
- Projector and Screen
- includes a minimum of 1 hour of LE staff setup/breakdown time
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$50
|
|
Small Setup includes:
- Projector/Screen or LCD, Laptop or DVD Player and Speaker or sound system
- includes a minimum of 1 hour of LE staff setup/breakdown time
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$80
|
|
Medium Setup includes:
- Projector/Screen or LCD, Laptop or DVD Player, Speaker or sound system, and a single microphone
- includes a minimum of 2 hours of LE staff setup/breakdown time
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$125
|
|
Large Setup includes:
- Projector/Screen or LCD, Laptop or DVD Player, multiple speakers or sound system, multiple microphones
- includes a minimum of 3 hours of LE staff setup/breakdown time
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$175
|
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Installed Equipment Locations Fee
- Minimum of 1 hour LE staff startup/shutdown time
- Additional time to operate installed equipment in a facility will incur an additional $30/hour fee
Locations that have installed a projector, screen, sound system: Nott, Memorial Chapel, Olin 115, Reamer Auditorium, Old Chapel |
$30 min
|
|
Webinar Fee structure
- Initial setup of the webinar
- Minimum of 1 hour LE staff startup/shutdown time. For Webinars that are over 1 hour, there is a $30 per hour charge
- In-person (hybrid) webinars additional $30 equipment setup fee depending on setup.
Please contact Learning Environments for additional information
|
$60 min
|
*Requests for an operator on any tier beyond the included setup/breakdown time and/or to operate installed equipment in a facility, will incur an additional $30/hour fee. Additional operator charges for audio or video recording as well as live streaming events.
Union College faculty, staff, and students can use the regular university Zoom license for meetings with up to 300 participants.
For larger events, Zoom Webinars support up to 500 attendees in a "listen-only" mode. During webinars, only the host and panelists can use their microphones and cameras or share their screens. Polling and Q&A features are available in addition to registration and post-webinar reporting.
Meeting vs. Webinar Features
Webinars are different from regular Zoom meetings. In Zoom Webinars:
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Hosts can assign video panelists
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Hosts must specifically turn on audio/video for attendees
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Attendees cannot share their screens unless they are promoted to 'panelist'
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Breakout rooms are not available
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Question & Answer (Q&A) tool is available
Request a Webinar Event
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Zoom webinar licenses are limited to only two licenses that are maintained by ITS.
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Use the IT Service Portal to place your webinar event request at least 7 days before your scheduled event (weekends and holidays will be the next business day).
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After the conclusion of the event, you will receive webinar reports and any recordings to the cloud within 24 hours.
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Per event, webinars are available at a cost of $60 per webinar and are subject to availability. This charge included the initial setup of the webinar and the first hour of hosting the webinar. Additional technician time will be charged $30 per hour.
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Webinars that have in-person and remote participants will have additional equipment and setup fees of $50.
Built-In Locations for hosting in-person and virtual meetings
ConnectIT Lab - Schaffer Library - room 206
The “ConnectIT Lab” in the Digital Studio in the Library (room 206) offers technology that provides an immersive learning/meeting environment for participants, connecting two remote locations for synchronous instruction and real-time collaboration to enhance learning and other important college initiatives and events. Drop ceiling mics, 2 HD wide-angle cameras, a 70” LCD display, and 4 ceiling speakers provide the foundation and infrastructure needed for a virtual experience of high quality. There is a Mac mini permanently installed in the room that connects to the LCD. The seating capacity is 16. There is no room fee to use this room but you do need a reservation. Faculty/Staff may schedule/use the ConnectIT Lab during normal Schaffer Library business hours.
Karp 105 - Classroom
The Karp 105 classroom in Karp Hall has built-in ceiling-mounted speakers, ceiling-mounted microphones, a ceiling-mounted projector, two robotic cameras, and a built-in Mac and PC. The seating capacity is 58. There is no room fee to use this room but you do need a reservation via
25Live Pro.
O'Brien Center - Grant Hall - VTC room 016
The Video Telephony Conference (VTC) room in O'Brien 016 has built-in ceiling-mounted speakers, ceiling-mounted microphones, wall-mounted 70" LCD, robotic camera, and built-in PC. The seating capacity is 22. There is no room fee to use this room but you do need a reservation via
25Live Pro.
O'Brien Center - Grant Hall - VTC rooms 017 and 018
The Video Telephony Conference (VTC) rooms in O'Brien have built-in ceiling-mounted speakers, Meeting Owl (ceiling-mounted 360° camera and microphone system), and wall-mounted 70" LCD.
Must bring a laptop. The seating capacity is 22. There is no room fee to use this room, but you do need a reservation via
25Live Pro.
All requests must meet the following criteria:
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Union College full-time employees
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have an active Union College computer account
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have an active Union ID card
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complete (free) training from a LE technician on how to use the equipment prior to the event
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be present throughout the scheduled event
To make a reservation, faculty/staff need to send an email to the Help Desk (helpdesk@union.edu) with the following information at least 72 business hours prior to the event:
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Who is making the reservation (please include if you are faculty/staff/student. If you are a student, please include the faculty or staff member who is sponsoring your use of the room.)
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Purpose (e.g., academic/course-related, non-academic, etc.)
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Date and time
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Room requested (in this case, indicate "The ConnectIT Lab)
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If you have received prior training or not for the requested room
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Any additional media/equipment/services you may need (e.g., need LE to create/set up a Zoom session for a meeting)
Students can utilize these spaces for individual projects, as long as they have a faculty or administrative staff member as a sponsor. The sponsoring faculty or administrative staff member needs to send an email to helpdesk@union.edu at least 72 business hours prior indicating:
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his/her support of the student's project/taking responsibility for student’s use of the room
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the academic nature of the project (e.g., the course title, senior project, event name/date, etc.)
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if the sponsoring faculty or administrative staff member will be present while the student utilizes the Digital Studio space (and if so, if s/he has received training before). If not, a LE technician is required to be there for the entire event to operate the equipment for the student. The reservation will incur an hourly LE technician fee (see above-one hour minimum charge).
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desired Digital Studio space (in this case, the ConnectIT lab)
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desired date(s) and time(s) All of this information can be located within the Digital Studio FAQ on the ITS website (link above).
If you are having difficulty or you have unanswered questions, please contact the Help Desk through the ITS Service Catalog or call (518) 388-6400.