McCormick Event Support Policy

McCormick IT provides a variety of services to support McCormick events, as well as select Northwestern events. The group can provide services including:

  • Video recording
  • Webcasts
  • Technical support for presentations
  • Production of recorded events for use on YouTube or local websites for the McCormick community.

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Scope of support provided

McCormick faculty, staff, and students receive priority for IT support services.

Event support for organizations outside of McCormick is available, but is subject to higher rates. All event support requests are reviewed/approved on a case-by-case basis.

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Policy Statement & Fees

McCormick IT provides staffing and equipment, including microphones, speakers, cameras, storage media for recording, and equipment for webcasting, to support events sponsored by the school. McCormick IT staff are the only staff members authorized to use IT equipment.

McCormick IT charges an hourly rate of $50 for events. Event support time includes set up, time during the event, and event close-out time. If the event is recorded, then video production time is also required.

Entities outside of McCormick are billed at an hourly rate of $75 (a 50% premium). McCormick IT fees are waived for events that directly support the Dean of the McCormick School, such as the Dean's Seminar Series.

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Event Support Hours

Standard event support hours are 8:30 a.m. to 5:00 p.m. Events that take place outside of regular working hours are subject to a 50% premium.

In order to ensure availability of equipment, facilities, and event staffing, clients must follow the event policies and deadlines outlined on this page.

McCormick IT retains the right to cancel support services for an event based on special circumstances such as inclement weather, networking problems, or power outages.

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Responsibilities

McCormick IT staff are responsible for the fair and consistent application of this policy when it comes to the scheduling and support of events.

Questions about the application of this policy should be directed to the director of information resources at McCormick.

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Definitions for Video Support

There will be two types of recorded events:

  1. A single-window, fixed view of the speaker and the display screen. This option requires a minimal amount of editing and, as a result, minimal video production time.
  2. A dual-window view, with the speaker in one window and the presenter's display content in the other window. This option requires additional time for the production of the video, typically equal to the length of the event.

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How to Request Support

  1. An email request should be made to media@mccormick.northwestern.edu. Please also fill out this event support form in order for us to better serve your event support needs. Please provide the event's date, time, venue, description, chart string for billing, contact person, request for live streaming and/or recording. If the event will be recorded, specify which option is prefered (described in Definitions for Video Support). If the event is recorded, specify where the video will be posted (YouTube, an NU website, or both).
  2. The request will be reviewed by McCormick IT and a response will be provided within one business day. This response may include follow-up questions about the event.
  3. An approval decision about support of the event will be made by McCormick IT after all of the details have been reviewed. The McCormick IT Director has final say on the approval of events.
  4. For special requests, McCormick IT staff may require a walk-through of the venue prior to the event.
  5. Prior to any recorded event, the client must facilitate the signing of a video release form, provided by McCormick IT.

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Event Policies

Reservations

Reservations for events must be made in a timely manner. McCormick IT should be notified one month in advance of the event, if at all possible.

The minimum lead times for events:

  • Events occurring during normal business hours that do not require video support require at least five (5) business days notice.
  • Any event that requires video support or dedicated support staff during its duration requires at least 10 business days notice.
  • Any event that occurs on a weekend or outside of normal business hours requires at least 10 business days notice.
  • Any event that requires the installation of software requires at least 10 business days notice.

McCormick IT will only guarantee the availability of the staff and equipment that have been reserved prior to the start of the event. Any changes to the predetermined support plan will be done at the discretion of the technician supporting the event. Changes will require signature approval from the event sponsor, in case additional charges may apply.

Refusal of Service

McCormick IT reserves the right to refuse future service to clients who abuse policy, process, equipment, facilities, or personnel. These abuses include, but are not limited to:

  1. Non-payment of invoices
  2. Damage or destruction of equipment or facilities through misuse or neglect
  3. Unprofessional conduct towards staff.

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Billing

McCormick IT will bill clients for event services in the following manner:

  1. Requestors must provide McCormick IT with the chart strings to pay for event support before the approval of event support can be given.
  2. McCormick IT will bill for the event after the work has been completed.
  3. The client will be billed a total amount equal to the hourly rate multiplied by the number of hours required to support the event.

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Frequency of Policy Review and Update

These policies will be reviewed annually.

If a rate increase is approved, customers will be notified by August 1 prior to the start of the new fiscal year, with effective date of September 1.