Weitzman ITS and/or third-party vendors offer AV and event support services for lectures and events organized or sponsored by departments within the Weitzman School of Design. These events may include conferences, workshops, webinars, and virtual gatherings. If you're planning a lecture or event and require AV support, please refer to the guidelines below:
Scope of Support
Operating Hours: Weitzman IT Services is available from 9 AM to 5 PM on weekdays, offering setup and initial support for audiovisual requests and events. Assistance is available outside these hours, including evenings and weekends; however, depending on the nature of the request and availability, support may be provided by Weitzman ITS or a third-party vendor (which may incur additional costs).
Priority Support: Priority support is dedicated to the main school and departmental lectures and events of the Weitzman School of Design.
Planning via SmartSheet: All Weitzman School lectures, events, reviews, and meetings must be submitted and approved through the Weitzman School SmartSheet page. The SmartSheet is viewed by multiple departments facilitating coordination of space reservation, communication, and AV support. Requests should be submitted by department coordinators well in advance to allow for thorough planning. (Event guidelines are available here). All SmartSheet submissions for AV support will be reviewed, and IT will reach out for details as events approach.
Staffing support: Weitzman ITS has limited AV staffing, and support requests are managed on a case-by-case basis. Evening, weekend, and dedicated on-site support are subject to staff availability and must be requested in advance. Because AV staff are also responsible for staffing the IT Help Desk, it is important that event setup, start, and end times submitted via SmartSheet be as accurate as possible.
Available Equipment and Services
Equipment:
A list of dedicated AV equipment in all Weitzman spaces can be found at: https://www.design.upenn.edu/it/installed-av-equipment-weitzman-buildings
A list of checkout AV equipment can be found at: https://www.design.upenn.edu/it/equipment-checkout.
Depending on the complexity and requirements of the AV event, using third-party vendors may be more suitable. Weitzman IT is available to consult on any third-party needs.
Standard Event or Lecture Setup: To reserve equipment, set up a display projector/TV cart, or arrange a computing device for a presentation with support at the beginning of the event only, requests must be submitted at least one week in advance. For a standard setup, AV staff will arrive at the indicated setup time and set up according to details provided, will return fifteen minutes before start time to finalize setup with presenters, and remain until shortly after start time to ensure the setup is functioning as expected. We prefer that speakers use our dedicated presentation laptops; we may not be able to troubleshoot issues with personal devices.
Dedicated Event or Lecture Setup: To reserve equipment, set up a display projector/TV cart, and arrange a computer to run a presentation with dedicated on-site support for the entire event, requests must be submitted at least two weeks in advance. This also applies to events outside of normal operating hours.
Hybrid or Recording Setup: Weitzman IT Services offers support for hybrid interactivity and/or event recording, depending on the capabilities of the reserved space. Certain locations are already equipped with AV systems that support hybrid events or recording (view available AV-equipped spaces here). Support must be requested at least two weeks in advance. Please note that the quality of the hybrid experience may vary based on the AV capabilities in each space, and some spaces have limited capacity. Consult with Weitzman IT to determine the best setup for a successful hybrid or recording experience.
Mid and Final Reviews: Equipment reservations for mid and final reviews can be made through SmartSheet. Although AV staff do not provide assistance for standard review setups, it is important to provide as much detail as possible to prevent confusion when reserving and checking out equipment.
Other Services
Professional Audio Setup: Weitzman ITS does not offer audio equipment support for lectures and events. While some spaces may have sufficient audio capabilities, departments should arrange third-party vendors (e.g., Massive Dynamics or Visual Sound) directly before the event if additional audio support is needed. Weitzman IT is available to recommend and consult on the use of third-party vendors.
Self-Service Checkout Equipment: Weitzman ITS does not support self-service checkout equipment for standard reviews, meetings, or other non-lecture/event activities. To reserve equipment, users must book through SmartSheet or by emailing ithelp@design.upenn.edu. Users are responsible for picking up the equipment themselves. A list of available AV equipment for checkout can be found at: https://www.design.upenn.edu/it/equipment-checkout.
