Event support

We can help you plan and coordinate your virtual and hybrid events. Virtual events take place entirely online. Hybrid events have online and in-person attendees.

Virtual and hybrid events that we can support include:

• webinars with audience questions and answers
• meetings of various sizes (up to 1000 attendees)
• educational workshops
• new product launches and demonstrations
• employee training sessions

We can:

• provide planning templates to help with organizing your event
• give advice to help ensure your event is a success
• recommend technology and approaches that work best for your event
• help you with the AV and technology you need to host your event
• provide Zoom webinar licenses
• provide video recording of your event

You can book on-site technician support for your event. They’ll stay for your whole event to provide support. They’ll also help with any audiovisual issues that occur.

Many of our event services include on-site technicians.

Technician rates are $75/hour.

We recommend booking technician support for larger events like conferences or any events that include video.

Livestreaming produces a live video, audio and multimedia stream over the internet. We can broadcast your event to a global audience, to a private audience or to an overflow room.

Events that we have livestreamed include:

• graduations
• concerts
• educational workshops
• public relations briefs
• demos and tutorials
• new product launches and demonstrations
• employee training sessions
• breakout sessions
• sporting events

Livestreaming requires at least two technicians and equipment, which is included in the cost. For example:

Half-day conference with livestreaming: approximately $700

• This cost includes two technicians, two cameras, equipment set up and break down, microphones, laptops.

Full-day conference with livestreaming: approximately $1150

• This cost includes two technicians, two cameras, equipment set up and break down, microphones, laptops.

Media production services are available for projects and events on campus. We provide a variety of recording, editing, and production services for both video and audio projects. Common event services include:

• producing video-on-demand version of live events
• recording and editing webinars and online presentations
• broadcasting and recording ceremonies, lectures, keynotes

We can discuss media production options for your event during your consultation.

Many of our event services already include equipment rental, but simpler events may just need equipment. Rentals include delivery, pick up and equipment demonstration. Our technicians will set up and tear down as well. While they’re there, they can answer any questions that you have and help with any technical issues.

Equipment rentals have daily and weekly price rates. For example:

Renting a microphone and speakers: approximately $50-$75

• This cost includes delivery, set up and equipment demonstration.

Available rental equipment

The equipment that you can rent includes:

• audio equipment
• public address systems and microphones
• speakers
• mixers/amplifiers
• cameras and video equipment
• projectors and screens
• television displays
• video conference carts
• laptops
• flip charts

Our full inventory list includes model numbers and shows all available items.

View full equipment list

If you're not sure what equipment you need, we can make recommendations during a consultation.

Our hours are 8 a.m. – 5 p.m., Monday to Friday. If your event is taking place outside of these hours, we need at least 3 weeks’ advance notice for staff scheduling purposes.

If your event takes place during operating hours, we need at least 2 weeks’ advance notice.

To make changes to the scope of your event, we need at least 1 week’s notice. Changes to the scope include needing more staff, needing more equipment or changing the number of participants.

We only take payment for services by internal budget (FAST) transfer so work must be initiated or sponsored by a budget administrator. If you're not sure how to start a request, ask your supervisor, department admin, faculty sponsor or PI.

You'll need a room booking for your event, but we can start your consultation before you've booked space. If you're interested in booking one of our video conference rooms for your event, let us know during your consultation.

If you don’t have a FAST account and you want to host an event on campus, please contact:

• UVic Ceremonies and Events
• UVic Conference Services
• UVic Students' Society (UVSS) conference services