Media Services Form
Media Services
What would you like to book (choose one or more)?
Equipment rentals, live event or virtual event support
Video recording
Video production
Webcast
Video conference
Please correct all errors before submitting.
Please select one or more types of Media services to book
The following required fields still need to be filled out:
Please select all required checkboxes.
Contact information
| Name of requestor (*) | |
| UVic Email (*) | |
| Phone # (*) | |
| Department Code (*) | |
| FAST Account # (*) | |
If you will not be at the site or in the room when we arrive, who should we talk to? |
|
| On-site contact's name | |
| On-site contact's UVic email | |
| On-site contact's phone # | |
Equipment Rentals Subform
Equipment rentals and event support is scheduled and supported by Media Services.
| Required for: (*) | |
| Building (*) | |
| Room (*) | |
| Event START (*) |
Date
Time |
| Event END (*) |
Date
Time |
| Event title (*) | |
| Event description (*) | Briefly describe the type of event (e.g. PowerPoint presentation with one speaker and five panelists). |
| What equipment do you need? (*) | Describe the type of equipment you will need for the event. If unsure, Media Services will work with you to determine your needs. Note: If equipment delivery is required a $10 minimum fee will be charged for the rental. |
| Do you need a demonstration? (*) | No Yes |
| Do you need an onsite technical assistant for your event? (*) | Please note that there is a $50/hour, 2 hour minimum charge for a technical assistant during normal hours Monday to Friday, 8:00 am to 5:00 pm. Requests outside of our normal hours are subject to a minimum 4 hour charge, must be arranged in advance, and require approval. No Yes |
| Additional information | Include any additional information (e.g. guests and presenters require Internet access). |
If booking for a third-party organization, please fill-out below
Example: Degrees Catering, Room Bookings, University Club, GSS
| Is this event for an external organization? | No Yes |
| Is this event for UVic-affiliated club or organization? | No Yes |
| Name of organization being hosted |
I understand that as per
University Policy No. AD2510 section 11:
"units renting Media Services equipment will assume full responsibility for the equipment for the entire rental period until the equipment
is returned to University Systems".
Video recording subform
Video recordings are scheduled and administrated by the Media Services team, with assistance from AV Services.
To ensure we can accommodate your request we require the submission of this request form a minimum of two weeks prior to the start of the event. Please note: DVDs are labelled according to the information you provide with this form; be sure to enter the Name of Lecture and Presenter's name exactly as you would like them to appear on the finished DVDs. We do not keep copies.
Cancellations must be received 48 hours prior to the video recording date or full charges will apply.
| Recording title (*) | |
| Presenter's name (*) | |
| Lecture type (*) | |
| Lansdowne lectures, Distinguished Professor lectures, President's Distinguished lectures, and Women's Scholar lectures are delivered to UVic Archives. To retrieve your recording, contact Archives. | |
| Building (*) | |
| Room (*) | |
| Date/time of recording (*) |
Date
Time |
| Length in hours (*) | |
| Recurrence | If this recurs, please specify the recurring dates and times |
| Electronic copy |
DVD MP4 on disc Upload to UVic VoD
Account name for VoD: (*)
Unsure (we can recommend a format)
|
| Additional information | |
| ESTIMATE for one Video Recording session ONLY | HOURS | TOTAL |
| Setup for video recording ($50.00/hour) | 0.5 | $25.00 |
| Length of recording ($50.00/hour) | $ | |
| Tear-down ($50.00/hour) | 0.5 | $25.00 |
| Video Post-Production labour and editing ($50.00/hour) | 1.5 * length | $ |
| ESTIMATE TOTAL | $TOTAL |
| ESTIMATE for one Video Recording session ONLY | HOURS | TOTAL |
| Flat rate for | NA | $100.00 |
| ESTIMATE TOTAL | $100.00 |
This estimate is subject to revision after work is completed. This estimate does not include any additional fees for extra equipment from AV services.
Video production subform
Video production is done by the Media Services team.
Submit this form at least two weeks prior to the date you need your video to ensure we can accommodate your request. Please note: Your video is identified by the information you provide; be sure to enter the title exactly as you want it on the finished video. We do not keep copies.
Cancellations must be received 48 hours prior to the video production date or full charges will apply.
| Video title (*) | |
| Production type (*) | |
| Date/time required by (*) |
Date
Time |
| Desired length in hours of final video (*) | |
| Distribution format (*) |
Online video DVD Blu-ray Please recommend a format |
| Additional information |
| ESTIMATE for one video production with recording ONLY | HOURS | TOTAL |
| Setup for video recording ($50.00/hour) | 0.5 | $25.00 |
| Length of recording ($50.00/hour) | $ | |
| Tear-down ($50.00/hour) | 0.5 | $25.00 |
| Video Post-Production labour and editing ($50.00/hour) | 1.5 * length | $ |
| ESTIMATE TOTAL | $TOTAL |
| ESTIMATE for one video production ONLY | HOURS | TOTAL |
| Flat rate for | NA | $100.00 |
| ESTIMATE TOTAL | $100.00 |
This estimate is subject to revision after work is completed.
Webcast subform
Webcasting is scheduled and administrated by the Media Services team.
| Event name (*) | |
| Presenter's name (*) | |
| Building (*) | |
| Room (*) | |
| Date/time of recording (*) |
Date
Time |
| Length in hours (*) | |
| Recurrence | If this recurs, please specify the recurring dates and times |
| Estimated # of viewers (*) | Please estimate the number of simultaneous viewers so we can guage how much bandwidth is necessary |
| Will the webcast be private or public? |
Private (requires your viewers to have a login/password) Public |
| Electronic copy |
DVD MP4 on disc Upload to UVic VoD
Account name for VoD: (*)
Unsure (we can recommend a format)
|
| Additional information |
| ESTIMATE for Webcast ONLY | HOURS | TOTAL |
| Setup for webcast ($100.00/hour) | 1.0 | $100.00 |
| Length of recording ($100.00/hour) | $ | |
| Tear-down ($100.00/hour) | 0.5 | $50.00 |
| Video Post-Production labour and editing ($50.00/hour) | 1.5 * length | $ |
| ESTIMATE TOTAL | $TOTAL |
Please note: A fee of $250.00 will be charged for cancellations with less than 3 days’ notice or no-show events, unless there are exceptional circumstances.
I understand that should I cancel my session with less than three days' notice, the above cancellation fee will be charged to the FAST account specified.
This estimate is subject to revision after work is completed. This estimate does not include any additional fees for extra equipment from Media services.
Video conference subform
By default, we provide services through Zoom, but we can also provide direct IP-based connection to remote sites.
| Estimated attendees at UVic |
1-5 6-10 11-15 16-30 Please specify: |
| Date/start time of meeting (*) |
Date
Time |
| Please note: | The videoconference room will be available for you a half hour prior to your specified start time. |
| Meeting length (# of hours) (*) | |
| Recurrence | If this is a recurring booking, please specify the recurring dates and times |
| Type of meeting (*) |
Unspecified Thesis/Dissertation defense on campus
Examinee name:
External Examiner for remote student defense
Examinee name:
Class/Instruction
Class name: (*)
Interview
Class name: (*)
A Series of Interviews |
| Are you joining a pre-existing meeting? (*) |
Create me a new meeting Yes, using existing Zoom meeting Yes, using direct IP-based connection |
| Do you require a laptop (rental charge applies)? (*) | No Yes |
| Do you want your videoconference recorded ($25.00 charge applies)? (*) | No Yes |
| Please note: |
|
| Additional information | If this is a pre-existing meeting, please provide connection details if you have them. If you do not, please contact the remote site hosting the meeting. |
Please note: A fee of $250.00 will be charged for cancellations with less than 3 days' notice or no-show video conferences without cancellation, except under exceptional circumstances.
I understand that should I cancel my session with less than three days' notice, the above cancellation fee will be charged to the FAST account spedified.
PRIVACY: Zoom is a cloud-hosted service that transmits data outside of Canada. Please ensure your usage of Zoom is in accordance with BC privacy legislation. If you have any questions, please contact Bradley Weldon, Chief Privacy Officer and Legal Counsel, 250-472-5080, cpo@uvic.ca, prior to using this service.
Desktop Video Conferencing form
A Desktop Collaboration session is scheduled by the user, typically using Zoom. Your Desktop Support Services personnel can provide additional deskside assistance if you encounter problems. Requesting CHD personnel for deskside support will require an additional fee.
| Date/time of meeting (*) |
Date
Time |
| Meeting length (# of hours) (*) | |
| I have the following equipment (*) | Each of the items below is needed to successfully participate in desktop video collaboration. Please contact the Technology Solutions Centre for hardware recommendations. Computer |
| Type of meeting (*) |
Unspecified Thesis/Dissertation Defense
Examinee name:
External Examiner for Defense
Examinee name:
Class/Instruction
Class name: (*)
Interview
Class name: (*)
A Series of Interviews |
| Are you joining a pre-existing meeting with another site? (*) |
NO, I'm creating this meeting Yes, using Zoom YES, using direct IP-based connection |
| Experienced User (*) | Zoom calls that are to occur outside of the Clearihue B-Wing Video Conference Facilities are supported by your Desktop Support Services (DSS) person or the Computer Help Desk. If your department does not subscribe to the DSS service, support is supplied by the Computer Help Desk which will require an additional fee.
Yes |
| Additional information | If this is a pre-existing meeting, please provide connection details if you have them. If you do not, please contact the remote site hosting the meeting. |
PRIVACY: Zoom is a cloud-hosted service that transmits data outside of Canada. Please ensure your usage of Zoom is in accordance with BC privacy legislation. If you have any questions, please contact the Chief Privacy Officer, 250-853-3609, cpo@uvic.ca, prior to using this service.
* Indicates required fields. Incomplete applications will not be processed.
Audiovisual equipment request
Your request has been submitted. Media Services will contact you soon to confirm your booking.
Your audiovisual equipment request IS NOT CONFIRMED.
Media Services requires three working days notice for all requests in order to confirm staffing and equipment availability. Additional charges apply to late requests.
Please contact us at 250-721-8292 (local 8292), option 2, to complete submitting your request.
Contents of booking request
Video recording request
Your request has been submitted. Media Services will contact you soon to confirm your booking.
Your video recording request IS NOT CONFIRMED.
Media Services requires two weeks notice for all requests in order to confirm staffing and equipment availability. Additional charges apply to late requests.
Please contact us at 250-721-8292 (local 8292), option 4, to complete submitting your request.
Please note that the estimate shown is only an estimate. The final amount is subject to change based on the amount of work and equipment needed.
Contents of booking
Estimate
Video production request
Your request has been submitted. Media Services will contact you soon to confirm your request.
Your video production request IS NOT CONFIRMED.
Media Services requires two weeks notice for all requests in order to confirm staffing and equipment availability. Additional charges apply to late requests.
Please contact us at 250-721-8292 (local 8292), option 4, to complete submitting your request.
Please note that the estimate shown is only an estimate. The final amount is subject to change based on the amount of work and equipment needed.
Contents of booking
Estimate
Webcast request
Your request has been submitted. Media Services will contact you soon to confirm your booking.
Your webcast request IS NOT CONFIRMED.
Media Services requires two weeks notice for all requests in order to confirm staffing and equipment availability. Additional charges apply to late requests.
Please contact us at 250-721-8292 (local 8292), option 4, to complete submitting your request.
Please note that the estimate shown is only an estimate. The final amount is subject to change based on the amount of work and equipment needed.
Contents of booking
Estimate
Video conferencing request
Your request has been submitted. Media Services will contact you soon to confirm your booking, including connection instructions to be forwarded to your remote participants.
Your videoconferencing request IS NOT CONFIRMED.
Media Services requires two weeks notice for all requests in order to confirm staffing and equipment availability. Additional charges apply to late requests.
Please contact us at 250-721-8292 (local 8292), option 3, to complete submitting your request.
All remote participants are required to test their own connection prior to the call, in the enviroment in which they'll be making the call. We are unable to provide support to participants who do not pre-test.
UVic Media Services will join the session 30 minutes before the scheduled meeting, so remote participants can connect early. Media Services personnel may not be able to assist with remote connection issues if participants have not pre-tested or have not notified us of issues they've had during their own pre-test.
For more information, contact us at uvicav@uvic.ca or 250-721-8292.
Contents of booking
Video conferencing request
Your request has been submitted. The Computer Help Desk will contact you soon to confirm your booking and will provide connection instructions that can be forwarded to other meeting participants.
All participants are required to test their own connection prior to the call, using the equipment that they plan to use during the call.
For more information, please e-mail the Computer Help Desk at helpdesk@uvic.ca or call 250-721-7687.
Contents of booking