Audio Visual Lighting Services

How to reserve equipment

AVLS has a wide variety of production equipment that may be reserved or rented on a first come, first served basis. Recognized Student Organizations and campus groups are given primary consideration. All equipment reservations must be made 2 weeks in advance of the event. Any last minute requests may not be accommodated. To reserve equipment please contact Doug Wilken. If AVLS does not have the equipment you need we can assist you by finding an outside rental organization. Please note, all external expenses will be the responsibility of the sponsoring group.

Lighting

AVLS has various lighting setups that can be used around campus in portable form or installed within our E-Café and Bluffs venues. We are able to provide up lighting to change the look of the event space, DJ style moving lighting for your dance or party, and accent lighting to highlight a specific feature within your event. Our E-Café and Bluffs installed lighting is designed to adapt to a wide variety of applications with more robust features such as formal presentations, weddings, bands, variety shows, or other events among any size of audience. Some installed lighting features includes flashing fixture effects, hazer based light refraction, changeable room accent colors, moving washes/spots and immersive effects. Please contact the AVLS Coordinator to determine the best lighting for your event or to ask for ideas in making your event outstanding.

Projection

AVLS has small portable projectors that can be checked out and used around campus. Projectors installed in various rooms within the Student Union are generally included within a room rental. Multiple projector usage within the Bluffs rooms may be subject to extra fees for non-UWL groups, this will be discussed during a meeting to reserve the Bluffs space for your event.

Sound

AVLS has many audio applications available for many different styles of event. When you schedule your event with AVLS, we will work with you to get the right sized Public Address (PA) system for your program. We are able to support many different sized events with either our venue installed systems or portable PA systems. We have a large assortment of microphones, mixers, stands and audio accessories to offer your event

Expense estimates will be provided upon request. All estimates are not final and Sponsoring groups will be charged for actual time spent. 

On campus groups

All estimates are not final, Recognized Student Organizations will only be charged for staff time. The charges will reflect actual time spent working on the event.

Student staff fee = $13 an hour per staff member

Full-time staff fee = $25 an hour

Other fees:

• Audio Visual Lighting Services will charge $15 for any outdoor or off campus events when a campus vehicle is used.
• All equipment reservations must be made 2 weeks in advance of the event. Any last minute requests may not be accommodated, if AVLS can accommodate the request a $25 late fee will be added to the invoice. If a rental of a truck or van is needed to transport equipment to the event the Sponsoring group will be responsible for all fees incurred for the event.

Although the equipment is free for student groups to use, it is still the responsibility of the sponsoring organization to cover the costs for any damage that may occur. This includes replacement or repairs and staff time as determined by the AVLS Coordinator. Any purposeful abuse of equipment may result in the immediate cancellation of the event. We take pride in the equipment we are able to offer and we do what we can to make sure that each group and every event experience the same level of quality all the time.

Off campus groups

Student staff fee = $16 an hour per staff member

Full-time staff fee = $42 an hour

Other fees:

• Audio Visual Lighting Support will charge $15 for any outdoor events when a campus vehicle is used. *AVLS cannot provide staff or equipment for off campus groups off campus.
• All equipment reservations must be made 2 weeks in advance of the event. Any last minute requests may not be accommodated, if AVLS can accommodate the request a $25 late fee will be added to the invoice. If a rental of a truck or van is needed to transport equipment to the event the sponsoring group will be responsible for all fees incurred for the event.

It is the responsibility of the sponsoring organization to cover the costs for any damage that may occur to any equipment. This includes replacement or repairs and staff time as determined by the AVLS Coordinator. Any purposeful abuse of equipment may result in the immediate cancellation of the event. We take pride in the equipment we are able to offer and we do what we can to make sure that each group and every event experience the same level of quality all the time.

Billing

Invoices are processed through University Reservations., Please notify the University Reservations Manager of any billing concerns within 10 business days of the invoice date.

Venue use

• Safety lights must be turned on anytime stage work-lights are turned off for production.
• Safety railing must be in place whenever lift is not in use.
• No objects may be pinned or attached to any of the drapes.
• Only authorized personnel may be in production areas.
• No acrobatics may be performed on stage. This includes flips, carrying people, and jumping off the stage.
• Only non-marking tapes may be used on stage surface (i.e. Gaff or spike). Other tapes may not be used on stage surface (i.e. masking, scotch, duct tapes).
• Any spills of liquids or materials must be cleaned by booking organization before leaving the venue (this includes "glitter"). All trash and recyclable materials must be placed in proper containers.
• Any decorations to be used on stage must be approved by the AVLS Coordinator. The Sponsor of the event must notify the AVLS a minimum of 2 weeks in advance of the desire to have a banner or decorations hung above the stage. All banners and decorations must be given to the AVLS Coordinator a minimum of 3 days before the event. Any banners or decorations hung above the stage must be hung by AVLS Staff.
• Any equipment that is present, but has not been reserved for use (such as equipment stored in backstage areas) may not be used (i.e. speakers, piano, etc.). This includes catering supplies from the catering hallway.
• No liquids or damaging objects may be placed on equipment.
• PURPOSEFUL abuse of equipment will not be allowed (i.e. "swinging" microphones by cables, dropping/throwing microphones, throwing/"bashing" microphone stands, etc.) and may result in early termination of the event.
• Pyrotechnics of any type may not be used without prior permission from University Centers administration. No exceptions will be made for any reason. This includes stage foggers and hazers.
• Dressing rooms must be reserved for use prior to production. Requests for dressing room access on the day of the show without prior reservation will only be granted with permission from the University Reservations Staff.
• Connection of electrical "pigtails" or "tie ins" must be made by a UW-La Crosse electrician. No exceptions will be made.
• Maximum sound pressure levels will be set by AVLS Staff. AVLS staff may relieve any sound engineer who does not acknowledge such levels (non-acknowledgement can also include changing limiter, crossover, DSP, or amplifier levels without permission).
• Usage, damage, and/or loss costs may be assessed for unauthorized use, damage to, or removal of university equipment.
• Exceptions to the above policy can only be made with the permission of the UW-La Crosse AVLS Coordinator.
• The University Reservation and AVLS managers and/or Special Events Program Adviser will make the final determination as to compliance or non-compliance with stated policies.

Outdoor events

All outdoor events are subject to weather conditions. Audio Visual Lighting Services recommends every group make arrangements for a inclement weather site.

All volume settings for outdoors events are regulated. Outdoor events may not disrupt classes or the surrounding community. If a request is made to turn down the volume AVLS will adhere to the request. If a second request is made AVLS will shut down the system. If at any point campus police request the volume be turned off or turned down AVLS will immediately respond to these requests.

Outdoor events are subject to change due to inclement weather policies. An alternate plan should be in place if an inclement call were to be made. See the inclement weather policies below.

AVLS staff will remain with the equipment at all times unless other arrangements have been made with the AVLS Coordinator.

If other arrangements are agreed upon; at the start of the event, AVLS staff will review how to use all equipment. The group will be charged for any damages that occur to the equipment while they are using it. If the Sponsoring group receives permission from the AVLS Coordinator for the AVLS staff to leave, the Sponsoring group will remain with the equipment until the AVLS staff returns to take it down. If the group does not stay, they will be charged for any missing or damaged equipment as determined by the AVLS Coordinator.

Inclement weather

Rain/snow -

• Inclement weather calls are made based on rain or snow percentages. Generally a 50% chance of inclement weather will result in an inclement weather call or cancellation.
• Inclement weather calls are made by 12noon the day before the event. If the call is made after the designated time the Sponsoring group will be charged for all applicable fees. Inclement weather calls for any Sunday or Holiday event is made at 12noon on the last business day before the event.
• If the call is made to stay outside and inclement weather occurs Audio Visual Lighting Support will not deliver equipment and the sponsoring group will be charged for all applicable fees.
• If AVLS does deliver and setup equipment and the weather turns for the worse, unless planned for in advance and allowed by the AVLS Coordinator, all equipment will be shut down and packed up for the event. AVLS staff will not setup equipment for a second time in a second location.
• All final decisions regarding inclement weather are made by the AVLS Coordinator.

Wind/cold -

• Some equipment will not be available due to high winds or cold temperatures. Events with outdoor projection, rigged lighting, or planned for the winter should discuss possible alternate plans with the AVLS Coordinator. Please see the Rain/Snow section above for the requirements of a inclement weather call.
• Equipment may not be provided if temperatures that reach 32 degrees or below.
• Some equipment will be unavailable if high winds are in the forecast.
• All final decisions regarding wind and cold are made by the AVLS Coordinator.

Misuse of equipment

Although the equipment is free for student groups to use, it is still the responsibility of the sponsoring organization to cover the costs for any damage that may occur. This includes replacement or repairs and staff time as determined by the AVLS Coordinator. Any purposeful abuse of equipment may result in the immediate cancellation of the event. We take pride in the equipment we are able to offer and we do what we can to make sure that each group and every event experience the same level of quality all the time.

Before scheduling with Audio Visual Lighting Services, you need to have a space reserved.

To find more information on reserving a space on campus please visit the University Reservations page. Once you have a space reserved it will be best to identify the timeline for your event including when you would like the following to occur:

Group Setup/load-in:
Doors:
Event start:
Event finish:

Generally we open the doors for an event 30 minutes prior to the event start time, however for events that are sold out or are expecting a full house doors are opened 45-60 minutes in advance.

Scheduling equipment

AVLS requires a minimum of 2 weeks for equipment requests. However, communicating your event needs earlier will help to ensure the perfect equipment for your event is available. If you are unsure of what you may need for your event the AVLS Coordinator can assist in helping identify your equipment needs.

Talent Shows/Multiple Performers

Events like talent shows, open mic, battle of the bands, or pageants require more organization and coordination between Audio Visual Lighting Services staff and the event sponsors. Meeting with the AVLS Coordinator to organize production needs and scheduling is very important to the success of the event. The event sponsor will need to develop a script and/or an order of performances for smooth transitions and flow of the event. 

Music

All music must be legally purchased and played through a source such as iTunes, Windows Media Player,  or VLC. Streaming music from YouTube, Pandora, Spotify or other online sources is not an acceptable source for music. If you need assistance or have questions regarding music sources please contact the AVLS Coordinator well in advance of your event. Music can be played from a computer, iPod/MP3 player, iPad, or a phone on airplane mode.

Audio Visual Lighting Services is the eight to ten student member team which supports events that require technical production services. In addition to supporting events, staff members help maintain equipment, assist with inventory and work on other projects. Except for weekly meetings, shifts are based on event needs and are mainly in the evening or on weekends. Please visit the University Centers Student Employment page for more information.