AV Support for Gatherings During COVID-19

**We will not put our staff in danger if it appears your event does not follow the gathering policies put in place by the University, NPU reopening committee, and State of Illinois/City of Chicago mandates. These events will not receive AV support!**

Safety precautions 

• All techs will utilize disinfecting wipes, hand sanitizer, and masks. These will be stocked in all our event spaces. 

Use of Microphones

• We are currently strongly discouraging the use of lapels and face-worn mics as they are very difficult or impossible to sanitize 

  • Please let us know well in advance if you absolutely must use this type of mic, we will not be keeping them stored in event spaces 

• Handheld mics are available and preferred  

  • Handheld mics should be used in a stand, if possible, to avoid passing around. 

  • If mics need to be passed around, we can provide multiples. Alternatively, strategize the event flow so that mics can be wiped down between users.

• For cables, wired mics or other audio equipment that requires frequent touching, we are asking our techs and users to please wash hands thoroughly and use hand sanitizer often 

Outdoor event support 

We are happy to support outdoor event AV needs, however, there are some limitations 

• We have a limited supply of portable audio equipment for outdoor events 

• Unfortunately, we are not able to provide projection and lighting packages for outdoor events 

• We ask for notification of an outdoor event at least 3 weeks in advance (How to Create an Audio/Visual Event Support Request). This does not mean exact AV needs must be known, but this gives time to ensure staffing and equipment availability.

• Our equipment is not weather-rated or insured for weather damage. We will not risk it in case of a rain, snow, or high wind forecast. 

  • IT will make the final call about weather. This will be discussed with event planners in advance.

  • If we choose not to support an outdoor event, we can move support to a pre-planned indoor location

  • Note: for last minute date changes, we may not be able to find appropriate staffing

• All power needs must be coordinated by event planners through physical plant 

• If we do not have appropriate equipment, a rental may be needed

  • We will discuss rental options with planners and give our best guess of cost

  • All rental costs will be absorbed by the sponsoring department (not IT)

  • We have some preferred vendors that can reach out to for quotes if planners are serious about pursuing a rental

  • Alternately, planners can reach out to their own rental companies- we are more than happy to review proposals and quotes or offer other assistance  

Virtual Events 

• The IT department is happy to provide support and training for events that use Microsoft Teams Events or Meetings. Please open an IT helpdesk ticket (helpdesk.northpark.edu) if you are interested in learning more. 

• We are also encouraging event planners to utilize YouTube and/or Facebook Premiere for events that can be prerecorded. Many of these events are happening with support from IT and University Marketing and Communications. Please open an IT helpdesk ticket (helpdesk.northpark.edu) if this is something that interests you. 

• Currently, we are not able to offer live streaming, but we will work with the sponsoring department and/or UMC if outside vendors are hired for livestream needs.

For other event policies, please see General Media Services Policies