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

  x

  Hovercam

  UC 211

  x**

  x

  2

  2

  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 Center Cafe

  x

  N/A

  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

  ** Two - Large 65" HD Flat Screen Monitor - No projector

• AV Support Responsibilities: UC Operations and Event Requestors

• UC Operations is Responsible For...

  • Building Managers (BMs) will begin setting up your requested AV Services approximatley thirty minutes prior to your event start time.
    • Screen/Laptops: The BM will connect one of our UC Operations event laptops to our projection system. We will test the audio by playing a YouTube video.
    • Podium Microphone: If you requested AV and the room is equipped with a podium microphone, we will set up the podium microphone.
    • Wireless Microphones: Staff will put batteries in the microphones and will leave them on the podium in the mute position.
    • Conference Microphones: Staff will set up one conference microphone per 6ft table and will leave them on.
    • Hybrid Events: Staff will log in to the virtual meeting and provide a fixed camera perspective of the room.
  • Support & Troubleshooting
    • BMs will be available to show you how to mute/unmute the microphones as needed.
    • Should any AV issues occur throughout the duration of your event, the BM can be reached by calling 973-720-2292. Unless on-site AV support has been specifically requested and arranged, Building Managers will not remain in the event space for the duration of the event.
    • Please note that our student Building Managers are trained to troubleshoot a variety of AV and facility-related issues. While they can resolve many common concerns, there may be situations that require additional assistance. In those cases, they will contact the appropriate full-time staff member to help identify and implement a solution.

  Event Requestors are Responsible for...

  • To ensure the appropriate AV resources are available for your event, please make sure your 25Live reservation accurately reflects all requested AV services. Providing complete and accurate information allows our staff to prepare your space and equipment prior to the start of your event.
    • If you plan to use your own laptop, please plan on arriving early to ensure it is compatible with our system. We provide HDMI connection, if your laptop requires a different type of connection, please bring your own adapter.
    • If you are hosting a hybrid event, please make sure to send the virtual link to UC-Ballrooms@wpunj.edu prior to your event date so we can log in and test the link prior to your arrival.
  • Before your event starts:
    • Test your presentation including any videos to ensure they play properly.
    • Have all individuals that will be speaking as part of your event test the volume of the microphone. If you have any concerns, contact the Building Manager.
    • Practice muting/unmuting the wireless microphones.
  • During your event you are responsible for:
    • Muting/unmuting your microphones.
    • Managing microphones that the audience will use for Q&As.
    • Keeping the computer active so that it doesn’t go to sleep.
    • Hybrid events: managing guests including muting/unmuting, videos, and chats.

  UC Operations Building Managers will set up the AV equipment requested through 25Live and provide basic troubleshooting assistance as needed. Event requestors are responsible for managing and operating their presentation, content, and any technology needs not specifically requested or provided through UC Operations.

• About the AV In Your Meeting Room

• Microphones

  To ensure smooth audio during your event, please have all speakers test the microphone beforehand. If you need help with volume levels, contact UC Operations at 973-720-2292.

  • To mute/unmute, slide down/up the button on the side of the microphone.
  • Batteries are replaced before each event, but please turn off the mic using the power button on the bottom of the microphone when not in use to preserve battery life. Don’t forget to turn it back on when you're ready!

  Laptop Computers

  Logging Into the Computer
  Please log in to your WP account to use the laptop computers in the event spaces.

  Background Music
  To confirm AV is working properly, our staff will log in to the laptop prior to your arrival and play music while we wait for you to arrive. Please make sure to pause the music and log out of the department account prior to logging into your personal account.

  Display Settings
  All of our laptops are set to duplicate the display onto the projector screen. If you wish to present in a different mode, please select it from the display settings menu. Don’t forget to let your fellow presenters know you’ve changed the display setting!

  Screen Setting
  Please note that if the computers do not detect movement or use for 10 minutes, they will go into idle mode which triggers the projectors/screens to turn off. If you set up your presentation and walk away, there is a possiblity the system will shut down. Please make sure that you keep the computer active by moving the mouse or playing a video in the background.

  Pop-Up Notifications
  If you are concerned about pop-up notifications from Microsoft Teams or Outlook, you can set yourself to “do not disturb” on Teams and change your settings on Outlook.

• 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

  CLICK HERE FOR A DOWNLOADABLE GUIDE ON HOW TO HOST A HYBRID EVENT IN THE UC!

• 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
  • Payment is due one week after invoices are sent via email.  If payment is not recieved, the department that reserves the space will be automatically billed.

  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 lock and secure the building.
  • A minimum of 3 hours is required for events held when the building is closed and opened exclusively for the event.
  • While student organizations are not charged for extended hours, misuse (including staying past the approved event end time) may lead to loss of room privileges or the inability to request extended hours in the future.
  • Lead time for scheduling – 14 days
  • Fees
    • Building Manager - $16.75 per hour
    • Staff Assistant - $15.75 per hour

  updated 6.22.26