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Audio/Visual Policies

Computer and Video Display

Audio/Visual Services provides projectors, screens, DVD playback, and program audio in most indoor areas. Some smaller rooms may use flat panel video displays rather than projectors. Most rooms have both VGA and HDMI computer inputs, but please let us know which you will need in your particular space. Due to the low power of their video outputs, portable devices (iPads and other tablets) may not work in all locations. Please contact AV in advance to arrange a test.

VHS & Transparency Projectorsrs

VHS tape is an outmoded technology and Audio Visual can no longer guarantee this service. Because VHS playback decks are no longer manufactured, AV replaces VHS in most classrooms with Blu-Ray/DVD players as classrooms are upgraded. It is highly recommended that you transfer any VHS materials to a digital format as soon as possible.

Transparency projectors are also an outmoded display technology. While there are a number of these projectors in classrooms around campus, they are no longer routinely maintained. Please contact us ahead of time if you require one for a class.

Voice Amplification

Microphones are available in a number of spaces on campus where there are built-in sound systems or where audiences of more than 50 are expected. With the exception of large auditoriums or advanced technology classrooms, voice amplification is NOT generally available in classrooms except in cases of illness or special need. Please contact us for information about locations where voice amplification is available.

Audio/Video Recording

Please contact Academic Multimedia Services for video recording of classes or events. If they are unable to schedule you, Audio Visual may be able to provide you with a small video camera that you may use for recording. Audio Visual can also provide digital audio recording equipment for a class, meeting, or event. Unless otherwise requested, AV will provide audio recordings in the MP3 file format and video recordings in MP4. Note: In most cases, AV staff members are unable to stay to operate recording equipment and AV does not provide video editing and post-production services. If you require a videographer or editing services, please contact Academic Multimedia Services (AMS). Customers are required to have all recordings captioned before posting online. Audio Visual does not provide captioning services.

Support for Outdoor Events

  1. Sound: AV provides amplification for outdoor events. However, the person or group making the request is responsible for some mandatory additional arrangements: Any outdoor request for amplification MUST be approved in advance by University Center – without sound approval, AV will be unable to provide equipment. In addition, arrangements must be made with University Facilities (x.2-FIX or x.2349) to provide power for any equipment. AV does not provide battery-powered equipment
  2. Video: AV does not provide video support for outdoor events since our video display equipment is not advanced enough for those purposes. Ambient light on campus, day or night, renders our equipment useless for outdoor use. AV recommends that anyone planning an outdoor video event rent equipment from an appropriate vendor. Past groups have used local companies such as All in One Entertainment
  3. Inclement Weather: AV will not provide outdoor equipment in inclement weather. If possible, arrange an indoor rain site and make arrangements with AV to support your event there.

Audio/Video Equipment

AV can provide webcams and USB microphones for use with web based conferencing (eg. Skype, GoToMeeting, etc.) or lecture capture (eg. Kaltura) applications. Users must make sure that they have downloaded the applicable software and set up their personal accounts and sessions in advance and must provide their own laptops.

Video Conferencing

Audio/Visual Services recommends that customers use web-based conferencing solutions whenever possible. However, Audio Visual does currently offer standard IP hardware-based (H.323) videoconferencing services in a small number of locations. AV maintains a dedicated videoconferencing/video studio space in Anderson LL-4 (Lower Level) that can accommodate up to 20 participants. A Videoconferencing unit is also installed in SIS Founders Room. Please note that AV requires at least two weeks notice for this service in order to schedule testing and personnel. We will also need to have the contact information for the party you are trying to reach at the time of this reservation. Currently, we are only able to offer point-to-point videoconferencing – multipoint videoconferencing and bridging services are not available.

For telephones and teleconferencing, please contact the Telecom department at x.1111 or 202-885-1111.

Video Streaming

The Audio Visual Department, using the online service, Ustream, may be able to provide live video streaming for your event. This is an internet-accessible video feed that remote users can watch and listen to, either on the Ustream site or as an embedded video within a webpage. AV will provide the link for embedding the streaming video, but is not responsible for embedding the video.

Please make your request for a Ustream session at least one week in advance of your event. Live streaming may not be available in all locations and the Audio/Visual Department may not be able to provide streaming services with short lead time or if insufficient staff are available. Please contact Eric Gordon for streaming reservations and information.

Please Note: Customers must arrange closed captioning for all streams. Streaming without captions could expose the university to serious risk, and will be perceived as proceeding in a manner that is contrary to the inclusion ideals of American University. AV recommends using Home Team Captions.

Analog to Digital Media Conversion

Audio Visual can convert VHS videotapes directly to DVD. The original material must be non-copyrighted or material for which you are the copyright owner. You must provide your own blank DVD-R disks.

AV can also convert analog audio cassettes into digital format (MP3 or Audio CD). The same copyright rules apply and you must supply your own blank CDs or other storage medium.

Audio Visual cannot convert micro-cassettes, VHS-C, 8 mm Video or professional digital tape. If you have another format, please inquire with AV as to whether we are able to convert it to digital form.

Audio Visual does not provide editing as part of these services. Turnaround time will vary depending upon the size of the project and the availability of conversion software, personnel, and equipment.

CD/DVD Copying

Audio Visual can convert non-copyrighted CDs or DVDs. You must provide the blank CD-R or DVD-R disks. Turnaround time will vary depending upon the size of the project and the availability of conversion software, personnel, and equipment.

Consultation Services

Audio Visual technicians can provide a variety of consultation services including:

  • General Consultation including all of our audio visual services, training opportunities, best practices, and recommended solutions
  • Event Consultation to assure that you are fully aware of the services offered and the best options to make your event a success
  • AV Systems Design & Installation: If your department wishes to update or add AV to an existing space under your control, we may be able to to help in the following areas:
    • Meet with you to identify your use case scenarios, wish list and budget for your space;
    • Recommend certain equipment for your space based on our institutional knowledge;
    • Arrange quotes to be made by our preferred AV integrators, with whom we have previously contracted, for equipment and installation;
    • Inform you of what other cost factors and coordination issues (electrical work, OIT, etc) may be involved so that you can resolve them.
    • If the project goes forward, we will test the installed equipment to make sure everything works properly, assisting in troubleshooting and assessing any performance issues where possible. We will also assist in training your staff to use the equipment.
    • PLEASE NOTE: AV will not provide budget assistance for these projects and cannot be responsible for future routine maintenance (bulbs, filters, cables, etc.), repair, or upgrade of the systems. We will not be involved in the budget or payment process; your office will have to work directly with Purchasing to arrange the work and equipment payment.