Working With Our Team

 

Collaborate with our team to produce a high quality production!

 

Getting Started:

  • Please request our services in a timely manner. All requests must be submitted 10 business days before the event to be considered. All one-time or infrequent CRN requests are free of charge to UO customers.
  • Last-minute requests and rush work are not guaranteed –  additional charges may apply to non-CRN work (does not apply to broadcast feeds). Please note that requests submitted after the deadline may receive no response.
  • Once we receive your request we will schedule a meeting to go over the support needed in further detail. After the meeting you will receive an estimate from our team. Please review the document for accuracy, and when you are ready to complete the request, select the APPROVE button in the estimate form. If any clarifications or follow-up questions are necessary, our team will contact you via email.
  • All estimates will typically be sent within 1-2 business days after meeting with our team.

Microphones and Advanced Audio Options:

  • Depending on the production, UO Event Services may need to provide audio production and event space coordination. If your event requires more than two microphones, or a complicated audio set up, please check with us for recommendations.

Requirements and Deadlines:

  • Video Production & Live Streaming Release Form: UO Model Release Form – IS Media Services
    • Event coordinators are required to get written permission from those recorded in all video productions. Forms must be completed 2 business days prior to the beginning of the event/presentation for services to be provided. Once all releases have been submitted, please notify our team by sending an email to ismediaservices@uoregon.edu.
    • Please note our digital form is unique to our team only, please ensure you use the link above to avoid submitting forms to other media teams on campus.
    • PDF forms are available in English and en Español upon request.
  • Copyrighted Materials:
    • Please ensure NO portion of the presentation or event includes licensed music or videos that may violate copyright. Use of copyrighted material may result in cancelling or shutting down a live stream event. If you would like alternative options please ask our team, we are happy to help!
  • Event Locations and Set Up:
      • Our team can set up a field production in most locations on campus, although we recommend booking your recording in our studios or one of the campus event locations that include our control rooms. For video conferencing and live streaming events, please ensure event location(s) have a reliable hard-wired ethernet port. Please note that we will not live stream over Wi-Fi.  
      • Varying amounts of set up time are needed for our team to test before doors open or event begins: For a recording only, we will typically need 30-minutes for set up. For live streaming or video conferencing we will typically need 1-hour for set up. Set up times may vary depending on what/how much equipment is needed.
  • CRN Events:
      • If you plan to live stream CRN and course-related events, please include that information in your request and we will reach out with information on best practices.

Recommendations:

  • Provide a schedule or “run of show.” Is there a break in the middle of your event? Let us know so we can coordinate what your online audience sees during that short break. 
  • Provide a YouTube title, description and event photo for the live stream event page. (1920x1080p preferred)
  • Advertise your event. Nothing is more disappointing than seeing only six viewers tuned into a live streamed event. Please market the event and live stream URL (and/or overflow room location) to expand your viewership!
  • Events we record can be captioned (at a fee) and posted to media.oregon.edu and the  IS Media Services YouTube Channel for on-demand viewing.

Additional Fees, Charges and Notices:

  • Additional fees and charges may be added to estimates during the production process depending on support provided by the team.
  • All events cancelled for any reason within 24 hours of the event start time will be charged a minimum one-hour service charge.
  • We will typically deliver your video within 7 business days – rush requests are reviewed on a case by case basis and will incur a 100% surcharge.
  • We are responsible for the signal up to the network connection. We do not have control of the UO campus network and are not responsible if a network service degradation occurs. If a network interruption occurs, it may affect the delivery and viewing of the live stream. We can continue recording the live stream for on-demand viewing after the event. 
  • Weekend and holiday requests are reviewed on a case by case basis and if approved are billed at time and a half. The UO reserves the right to refuse services.
  • We cannot accommodate student requests for classroom recordings; for student accommodations, please contact the UO Accessibility Education Center. 
  • The UO reserves the right to refuse services.