Equipment Scheduling Policy

Revised: August 16, 2023

  1. Procedures for the use of Atwood Memorial Center equipment (e.g., lights, sound systems, staging):
    • The need for equipment should be indicated at the time the room reservation is made.
    • Special equipment is available on a first-come, first-served basis.
    • Only Atwood technicians are authorized to set up, operate, and take down certain A/V equipment.
    • No furniture, equipment, or supplies may be removed from the building without the express permission of the Atwood director or their designee.
    • Fees may apply for the use of certain equipment.
    • All groups will be required to hire an Atwood technician if, in the judgment of the Conference and Scheduling Office, their skills are necessary to properly support the group with audio-visual needs.
  2. Technician Charges (two-hour minimum):
    • $16 per hour ($18 per hour if booked last minute) for student organizations.
    • $18 per hour ($20 per hour if booked last minute) for campus departments.
    • $22 per hour ($25 per hour if booked last minute) for groups outside the university community.

    "Last minute" is defined as within 7 calendar days of the event. A written notice of cancellation must be received at least 7 calendar days prior to the scheduled event to avoid the two-hour minimum tech fee.

  3. Atwood Memorial Center is not responsible for equipment or property owned by other student organizations or departments stored on the premises.
  4. When Atwood Memorial Center agrees to provide storage space, equipment will not be moved to another area without prior agreement between Atwood Memorial Center management and the organization owning the equipment.
  5. Ballroom temporary storage space can be reserved for up to 7 calendar days for storage purposes.

Equipment Check-Out Procedure

Students, faculty, and staff may be required to have their campus ID swiped at the Atwood #134 Office in order to check out equipment.

Requests

Requests for equipment purchased by Atwood funding for use outside of Atwood or the adjacent malls should be submitted to the Atwood Scheduling Office. Equipment requests will be processed through EMS to track inventory.

Charges

Recognized student organizations may request equipment at no charge. SCSU departments may check out equipment for use outside of the building with a service charge ranging from $10 to $200 (depending on the item). Use of equipment for purposes unrelated to university needs is not permitted. Both student organizations and departments requesting equipment must arrange for its pickup and return. Equipment not returned as documented in the EMS confirmation will incur a $10 per day charge until returned.

Damaged/Lost Equipment

Student organizations and departments will be charged the full replacement cost for any items that are not returned. Arrangements and costs for repairing damaged equipment will be the responsibility of the student organization or department that checked out the equipment.