As stipulated in policy on audio visual and maintenance services (AD2510) UVic Audio Visual Services is the first point of contact for review and provisioning of audio visual production and rigging equipment and services. UVic AV must review and approve all event audio visual production and rigging equipment and services taking place at all on and off campus events.
For purchase of standard audiovisual technologies, please access the Technology Solutions Centre (TSC).
For all other requests, including audio visual production and rigging equipment rental and services, contact UVic AV at uvicav@uvic.ca for assistance in drafting requirements and approval to work with our contracted supplier.
UVic has established a contractual arrangement with AVW TELAV for all audiovisual production and rigging rental and service requirements. Following are details of these arrangements. Should requirements exist that are not identified below, please contact UVic AV at uvicav@uvic.ca.
Individuals requiring audio visual and rigging equipment and services must contact UVic Audio Visual Services. Depending on the location of the event and the scope of services required, UVic AV Services will provide audio visual and rigging equipment and services or assist in specifying/identifying specific requirements to utilize AVW-TELAV. UVic AV Services will advise when an external service provider should be contracted.
Purchasing Services and UVic Audio Visual Services are available to assist in making arrangements for your audio visual equipment and rigging event requirements. The following related links provide guidance on arranging and requesting these services:
Arrangements for and management of these events are the responsibility of various departmental University representatives, however, Purchasing Services and UVic Audio Visual Services are available to assist in making any arrangements required.
Selected supplier(s) are responsible for ensuring departmental University representatives have appropriate reviews, approvals, and commitment authority prior to making any firm commitments for audio visual and/or rigging.
Approval to work with selected supplier(s) must be obtained from University Systems for every event.
Once approval is granted, departmental University representatives work directly with the selected supplier(s) and venue representatives to establish event requirements and pricing quotations.
Requests that exceed the University delegated spending authority (currently $2,500) requires Purchasing Services approval in advance, and must be covered by a formal Purchase Order prior to commencement of the rental or hosting of the event.
Technical advice and guidance is to be provided by selected supplier(s) with respect to technical aspects of the event and the venue. Venue layouts and audio visual diagrams may be requested for confirmation of details.
Technical approval of quotations prior to commitment is required by both University Systems and Purchasing Services as per existing policies noted in the links above.
Locations could be at any conference capable venue in the Victoria Capital Region on properties NOT owned by the University of Victoria, or at any off-campus location anywhere in Canada where AVW-TELAV can provided the required equipment and servicing.
In a majority of instances, management of these events could be the responsibility of the University Audio Visual Services department, or, with various departmental University representatives working directly with the selected supplier(s).
Additionally, selected supplier(s) could be engaged for supplemental audio visual equipment rentals where the University does not have sufficient quantity or does not have availability for a specific event.
Selected supplier(s) is/are responsible for ensuring departmental University representatives have appropriate approvals and commitment authority prior to any requirements or pricing quotations being discussed.
Approval to work with selected supplier(s) must be obtained in advance from UVic Audio Visual Services for all events.
Once approval is gained, departmental University representatives work directly with the selected supplier(s) and venue representatives to establish event requirements and pricing quotations.
Technical advice and guidance is to be provided by the selected supplier(s) with respect to technical aspects of the event and the venue. Venue layouts and audio visual diagrams may be requested for confirmation of details.
Technical approval of quotations prior to commitment is required by University Systems and, Purchasing Services, as noted in the above referenced University policies.
Below is a graphical representation of the audio-visual equipment and/or related event services workflow described above for illustrative purposes only (click to enlarge):
Effective June 28, 2010, the Technology Solutions Centre (TSC) provides institutional technology acquisition assistance to faculty and staff. It is the first point of contact for all institutional technology acquisitions. Click more to access further details.
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UNIGLOBE Geo Travel is the University of Victoria's preferred travel service provider for non-employee travel.
Phone: 1-250-386-8444 (press 1)
Toll-free: 1-800-457-6449 (press 1)
Email: uvic@geo.ca
