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Request Form

Request Form

Room scheduling and audiovisual services in one place!

Check Room Availability: Before submitting a request to schedule an event, please check room availability at http://go.osu.edu/wmcrooms (must be on the OSUWMC network).  Use the Filter feature at the top right to search by date, location, and audiovisual capabilities. Click on room names for more details on the space including availability, capacity, room setup, and pictures.

Tip: To save time, we suggest using the Chrome desktop web browser and its Autofill feature, which will automatically fill out web forms in a single click (instructions here).  

Warning: Using a mobile device may cause the request form to display incorrectly.

*Indicates required fields.

  

Contact Information
Please use the following format: (xxx) xxx-xxxx
Service Selection
Please provide an explanation of the additions and/or adjustments you want to make. You can then select the services you want to add or adjust in the Audiovisual (AV) Services section.
Event Information
Please provide the course subject, course number, and course name. An example is "MEDCOLL 7762 - Clinical Foundations I." This information can be cross-referenced in the OSU Course Catalog at https://courses.osu.edu/.

   

Please list the dates as mm/dd/yy separated by commas. Please also include the time you want the room reserved, event start time, event end time, and the time you want the room reserved until. If you have the dates saved as a file, you can upload it below rather than typing it out.

   

OPTIONAL. For additional setup or teardown time, please set the reserved room times below. Otherwise, you may leave this section blank.
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REQUIRED. Please provide the actual event start and end times. The Events & Video Production team will build in their own setup time for audiovisual support. Requests regarding specific setup times can be submitted below in the "Event Description and Comments" field.
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OSUWMC Users: Please check the online calendar for room availability at http://go.osu.edu/WMCrooms. Use the Filter feature at the top right to search by date, location, and audiovisual capabilities. Click on room names for more details on the space including availability, capacity, room setup, and pictures. The Events & Video Production team does not support AV in the locations denoted with an *. AV in those locations is either supported by another entity or provided as self-serve access. Details will be provided in response to a request.
Please list the additional locations you would like to schedule below.

   

Please provide an event description and feel free to leave any additional comments or questions.
Event Information for Adding AV
Please provide the reservation/confirmation # you were given when you scheduled your event(s) with the Events & Video Production team.

   

   

Please list the dates as mm/dd/yy separated by commas. Please also include the time you want the room reserved, event start time, event end time, and the time you want the room reserved until. If you have the dates saved as a file, you can upload it below rather than typing it out.

   

REQUIRED. Please provide the actual event start and end times. The Events & Video Production team will build in their own setup time for audiovisual support. Requests regarding specific setup times can be submitted below in the "Event Description and Comments" field.
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Please provide an event description and feel free to leave any additional comments or questions.
Audiovisual (AV) Services

Remote System Management (RSM) enables users to easily host their event with self-service access to the installed AV system.  The user is responsible for turning on the AV system and shutting it down when they are done using the touch panel control system.  Instructions to operate the AV system can be found in the room next to the touch panel control system.  The Events & Video Production team is available to troubleshoot any issue at (614) 688-9000 during their hours of operation (M-Th 7a-5p, F 7a-3p).  You can arrange in-person training for this space prior to your event with Infrastructure and Training Supervisor, Allison Donel.

Loose items such as presentation remotes or wireless microphones will not be available.  Presentation remotes are available as an equipment checkout item. 

Audiovisual (AV) Options:
SELECT ONE OR MORE. Based on your selection(s), we will determine the necessary equipment.

We will make sure you have the appropriate technology (computer, projector, microphones, etc.) for a presentation in the location you are scheduled in.  Please inform presenters to bring their presentation on a USB flash drive or they can email it to themselves and download it on-stie.

OSUWMC PowerPoint templates can be found at OneSource > BrandSource > Digital > PowerPoint.  Senior leadership has requested that all new and existing presentations be updated using these templates because they reinforce the image of Ohio State as a cohesive, powerful entity and increase our national reputation.

Main campus PowerPoint templates can be found here.

i.e. 4 sequential, 2 concurrent, + panel of 4

Users that bring their own devices are responsible for bringing adapters to connect to the AV system.  Specifics can be provided for each room on auxilary connection options.

Presenters are expected to be experienced with using the audience response system. The Events & Video Production team does not provide training or content creation services for audience response systems. TurningPoint Cloud is not supported.

 

OSUWMC staff should schedule their Web/Audio Conference with OSUWMC's WebEx tool using the WebEx Productivity Tools plug-in for Microsoft Outlook (instructions here) or through the WebEx website at https://osumc.webex.com.

Event contacts are responsible for scheduling and managing WebEx.  Questions should be directed to the OSUWMC HelpDesk at 3-HELP.  Events & Video Production does not track WebEx connection information.

For events with in-person setup, add Events & Video Production as an Alternate Host (instructions here) so they can start the meeting; otherwise, someone in attendance will have to start the WebEx.

TIP: When scheduling, under Meeting Type, select "Meeting Center WebEx."  This will setup an Audio Conference with Screen Sharing capabilities.  If you just need an audio conference and do not need screen sharing, you can simply ignore that feature and the audio conference will remain unchanged.  Screen Sharing will always be available in case you decide you need it.  When attendees call in to the audio conference, they will be connected with each other immediately, even if the host has not joined or stated the meeting through the web interface.  For screen sharing to work, the host or an alternate host must log in to the web interface and begin sharing their screen or pass off screen sharing to an attendee.

Copy and paste connection information here:

    

Remote Site Technical Contact's

  

    

(i.e. Email, OneSource, ThisWeek, onCampus Today, social media, paper flyer, etc.)

   

Operator Assistance refers to having an Audio Visual Technician dedicated to an event for the duration of the event.  General presentations do not require a dedicated technician.  Assistance is recommended for large-scale events and events that are more technically involved.  Examples are:

  • All-Day Symposiums with multiple speakers and possible breakout rooms
  • High Profile or VIP Events

Operator Time is based on available coverage and up to the discretion of Events & Video Production.

Agenda
For events with multiple speakers (sequential, concurrent, and/or panel), all-day events, recorded events, etc., please provide an agenda. You can either upload a file or copy and paste.
Please provide an agenda for events with multiple speakers (sequential or concurrent), all-day events, recorded events, etc. IMPORTANT: please click "Upload" after selecting your file to attach it to your request.
Video Project Information
This is the representative from the client side of the project who helps guide the project’s direction and message, ensuring that the Event Technologies team is in full understanding of the project’s mission and goal. The Producer also is in charge of coordinating the schedules, logistics, and preparation of those who will participate on camera or with the production process. The Producer will serve as the main point of contact for all correspondence throughout the project as well as the final approver of the project.
All video projects are billed. As an internal entity, our services are subsidized, allowing the charges for our services to be significantly lower than industry rates.
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Equipment Checkout (3 business day max)

Events & Video Production provides basic AV equipment checkout services to members of their Partner groups.  This service is intended to meet the needs of simple, one-time meetings/presentations outside of their supported spaces.  This service is not intended for long-term individual use, large quantity checkout (ex: creating a computer lab in a meeting space), recurring needs, or multiple clients checking out equipment for the same event/group/purpose.  Please note the items below are the only items available for checkout.  You may choose more than 1 item from the list.  You may only checkout 1 of each item, unless otherwise noted.

Users are expected to be experienced with TurningPoint 5. TurningPoint Cloud is not supported. The Events & Video Production team does not provide training or content creation services for audience response systems.
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Billing Information

The College of Medicine is a funding partner of the Events & Video Production team, which covers the cost of most OSU Medical Student events.  If billable services are requested, the Events & Video Production scheduling team will seek approval for the charges through the College of Medicine.  If the quote is not approved, the student group may pay the charges by check or cash.

Events & Video Production is required to track all services provided by Org and Fund numbers.  Most OSU Wexner Medical Center groups are not billed for event related audiovisual services within Event & Video Production's hours of operation or for equipment checkout.  Video Projects do incur a charge.  For a more detailed explanation, please review their billing policy, here.  All billable services will receive a quote and require approval prior to services being provided.

As a Non-OSU customer, you will be sent a quote for our services.  We will need a documented approval of quote prior to rendering services.  You will be invoiced upon completion of event and services.

 

All requests are pending until confirmed by the Events & Video Production team.