Audio/Visual Services

• Chart of Available A/V Services in the University Commons

• Projector & Screen

  VGA

  HDMI

  XLR

  Wireless Handheld Mic

  Wireless Lapel Mic

  Podium with Wired Mic

  Wired Mics

  Conference Microphones

  Stage Lighting and/or Gobo Lighting

  Wired Ethernet Access

  Portable Sound System Can Be Used

  Hybrid Event

  UC 325

  x

  x

  x

  x

  Hovercam

  UC 327

  x*

  x

  x

  x

  Hovercam

  UC 216

  x

  x

  x

  x

  Hovercam

  UC 211

  x

  x

  4**

  x

  x

  x

  Hovercam

  UC 202

  x

  x

  x

  x

  Hovercam

  UC MPR

  x

  x

  x

  4

  2

  2

  x

  4

  x

  x

  x

  Hovercam

  UC Arcade

  x

  x

  x

  2

  2

  x

  x

  Hovercam

  UC 168A

  1

  x

  x

  2

  1

  1

  x

  2

  x

  x

  Hovercam

  UC 168B

  1

  x

  x

  2

  1

  1

  x

  2

  x

  x

  Hovercam

  UC 168A/B

  2

  x

  x

  4

  2

  2

  x

  4

  x

  x

  Hovercam

  UC 171A

  1

  x

  x

  2

  1

  1

  x

  2

  x

  x

  Hovercam

  UC 171B

  1

  x

  x

  2

  1

  1

  x

  2

  x

  x

  Hovercam

  UC 171A/B

  2

  x

  x

  4

  2

  2

  x

  4

  x

  x

  Hovercam

  UC Ballroom A

  1

  x

  4

  3

  3

  x

  4

  20

  x

  x

  x

  Fixed Perspective, In-Room Camera

  UC Ballroom B

  1

  x

  4

  3

  3

  x

  4

  20

  x

  x

  x

  Fixed Perspective, In-Room Camera

  UC Ballroom C

  1

  x

  4

  3

  3

  x

  4

  20

  x

  x

  x

  Fixed Perspective, In-Room Camera

  UC Ballroom AB

  2

  x

  4

  6

  6

  x

  4

  28

  x

  x

  x

  Fixed Perspective, In-Room Camera

  UC Ballroom BC

  3

  x

  4

  6

  6

  x

  4

  28

  x

  x

  x

  Fixed Perspective, In-Room Camera

  UC Ballroom ABC

  4

  x

  4

  9

  9

  x

  4

  28

  x

  x

  x

  Fixed Perspective, In-Room Camera

  All mics are handheld OR lapel. We CANNOT combine handheld + lapel for more mics.

  * Large 46" HD Flat Screen Monitor - No projector

  ** Portable sound system in the room at all times

• Hybrid Events in the University Commons

• The University Commons Ballroom is equipped to host your hybrid event if you would like to meet both in person and virtually. Below are the procedures for hosting a hybrid event

  • You or your team will have to have a representative create and operate a Zoom/Microsoft Teams Meeting  from the floor during the event. After the Zoom/Microsoft Teams link is created, please share it with UC-Ops@wpunj.edu.
  • The University Commons staff will join the session as a participant (linking our AV system to the call) and with that provide a fixed perspective camera that will be focused on the podium or stage.
  • If you would like another camera perspective at the floor level, our team can also set up a Hovercam on the laptop that your representative will use to monitor the Zoom/Microsoft Teams feed. This allows you to “Spotlight” the different cameras as needed.
  • On the day of the event, University Commons Operations staff will have everything set up and tested.
  • Once everything is up and running to your satisfaction, we will leave it running until the event begins and the representative on your team monitoring the Zoom/Microsoft Teams call can approve the attendees into the session at the desired time.
  • If you would like to save a recording of your presentation, please plan on recording the presentation on the laptop you are operating the Zoom/Teams meeting from.  UC Operations staff is not responsible for recording presentations. 

  For events held in our regular meeting and conference rooms, we can provide you with a Hovercam that will allow your virtual guests to see and hear the presentation.  

  If at any time you need assistance during your hybrid event, staff is available by contacting the Information Desk at 973-720-2292

• UC Ballroom Assistive Listening

• We are excited to offer Assistive Listening solutions in the UC Ballroom* using Listen Technologies. This wireless system sends event audio directly to headphones, hearing aids, or cochlear implants without amplifying ambient noise.

  To use this solution:

  1. Let a UC Operations staff member know you’d like to use the assistive listening technology. Contact them at 973-720-2292.
  2. Download the Listen EVERYWHERE app from Google Play or the Apple App Store.
  3. Once downloaded, connect to the ACCESSIBILITY (NO INTERNET) Wi-Fi network from your phone using password ListenWPU
  4. After connected to the Accessibility Wi-Fi enter the IP address 10.20.23.21 manually in the app. You will then be connected the audio in the room.

  *This service is only available in one Ballroom at a time.

• A/V Services Cost

• Audio/Visual Services - $20.00/hour - for the duration of the event. Minimum charge - $40

  • Charge is based on the event hours listed in 25live
  • 30 minutes for set-up time and troubleshooting, 30 minutes for event breakdown is added to the cost
  • Set-up and testing time may vary depending on the extent of the set up
  • Lead time for scheduling – 4 business days
  • Large setups and breakout rooms, if scheduled, will require additional staffing at $16.75/hour

  Extension of Hours Staffing

  • Extension of hours will be required for all events that take place outside of the University Commons operating hours. (please note hours change based on the University calendar)
  • UC Operations staff will be scheduled 30 minutes* prior to the event start time or client arrival time, whichever time is earlier.  *If an event has multiple event spaces that require audio/visual services, arrival time may be earlier to ensure enough time to set up spaces.
  • UC Operations staff will be scheduled 30 minutes after the event end time or anticipated clean-up/break down time.  If the break down time exceeds the time scheduled, the estimate of fees for staffing will change based on when the staff is able to secure the building.
  • Lead time for scheduling – 14 days
  • Fees
    • Building Manager - $16.75 per hour
    • Staff Assistant - $15.75 per hour

  updated 7.1.25