Workshop, Institute and Conference Services

What is WICS?

Workshop, Institute and Conference Services (WICS) is the service which Classroom Educational Technology Services (CETS) provides for all of the non-class academic meetings, conventions, conferences, workshops, training sessions, etc., for which departments or student groups invite persons from outside the University to campus.

CETS services without charge any non-class program using built-in classroom technology, if the user group consists solely of GU faculty, GU students and/or GU staff. Nor do we charge for Commencement events or presentations of the Admissions Office using classroom technology.*

[*But all of these non-class programs still pay for technology service for Auditorium programs, because we must continuously staff all Auditorium programs.]

If your program is not limited to “internal” GU faculty, students or staff, but rather, you invite persons from outside the University to attend in the audience, you may be required to pay for using classroom technology for your event.

If payment is required or potentially required, patrons must submit their GMS work tags (at a minimum: Cost Center, Fund, Purpose and Program). If a patron does not submit GMS work tags when requested, access to classroom technology will not be provided.

Also, there are time limitations when classroom technology will be available for any non-class program, and built-in technology is not made available outside of these hours.

Patrons to whom CETS cannot provide classroom technology, or who require technology beyond what CETS could provide, may still be able to obtain technology from an external vendor, either:

1) Aramark Conference Services, 202-687-3230,

or

2) Optimum Audio, (202) 618-2017

For technology services in the ICC or Lohrfink auditoria for your workshop, institute, or conference, please visit ourICC Auditorium and Lohrfink Auditorium pages.

What Services are Included in WICS?

When Classroom Educational Technology Services (CETS) provides any classroom technology for a non-class program, that service includes:

1) Unlocking and opening any equipment cabinets or podia, powering on and testing all classroom AV systems;

2) Prior to the start of the first program, providing brief training on the operation of the AV technology in that classroom to presenters or to the support staff of that particular program;

3) Assisting the first presenter either to set up his or her presentation or to connect his or her own notebook computer to the AV system

[Note: MAC users, and users of tablets and other devices, must bring adapters for their device to connect to either VGA+audio, or to HDMI, depending on the classroom in question. CETS cannot provide adapters to non-class programs using classroom spaces.]

4) Remaining on-call in our offices, accessible via telephone [202-687-0131] to provide on-call troubleshooting and assistance throughout the duration of the program.

5) At the conclusion of the program for the day, powering-down and securing all technology in the classroom.

Note: For non-class programs requiring continuous, in room, or adjacent room support from CETS staff or student workers (precluding that staff member or student worker from assisting any other class or non-class program), there will be an additional charge of $60.00 per staffer, per hour, the same as the hourly staffing charges for CETS Auditorium services.

Normal CETS services for non-class programs are staffed to allow simultaneous support of both classes and non-class events, without additional personnel needing to be scheduled. When a WICS program requires additional personnel, the party requesting WICS technology must pay for those personnel.

However, for large and/or multi-day academic conferences and programs, CETS is willing to train (in advance) any staff or volunteers nominated by the requesting organization to provide close-in, on-site support of classroom AV systems, so CETS need only intervene in cases of equipment failure or support problems outside the ability of those volunteers. This training can be provided without increasing the CETS charges for additional staffing.

What Times are WICS Available?

During the Fall and Spring Academic Terms:

Mondays through Thursdays: 8:00 AM to 9:45 PM

Fridays: 8:00 AM to 6:00 PM

Saturdays: 8:30 AM to 6:00 PM

Sundays: 12:30 PM to 9:45 PM

During the Summer Term:

Mondays through Thursdays: 8:00 AM to 8:45 PM

Fridays: 8:00 AM to 6:00 PM

Saturdays: 8:30 AM to 6:00 PM

Sundays: Closed

During Intersessions:

Mondays through Thursdays: 8:00 AM to 5:45 PM

Fridays: 8:00 AM to 5:45 PM

Saturdays: Closed

Sundays: Closed

WICS' Fee Schedule

CLASSROOM SERVICES

External Groups

SponsoredPrograms

GU Departments

 

Full Day

Half Day

Full Day

Half Day

Full Day

Half Day

Interactive Computer Classroom

$400.00

$300.00

$300.00

$200.00

$200.00

$150.00

Video Teleconferencing

$400.00

$300.00

$300.00

$200.00

$200.00

$150.00

Smart Classroom (fully equipped with computer, video, and projection system for presentations)

$250.00

$200.00

$187.50

$150.00

$125.00

$100.00

Classroom with VCR, installed projection equipment or monitor

$200.00

$150.00

$150.00

$112.50

$100.00

$75.00

Computer and video projector delivered to classroom

$200.00

$150.00

$150.00

$112.50

$100.00

$75.00

Delivery of all other audio-visual equipment (each item)

$50.00

$25.00

$37.50

$21.50

$25.00

$18.00

Patron pick-up of audio-visual equipment (each item)

$40.00

$20.00

$30.00

$16.50

$20.00

$13.00

 

Note: Charges above include one hour of technician time for set-up, testing, and taking down or closing equipment. Cf.: What Service is included in CETS WICS

An additional $60.00 per hour will be charged for additional technician time.

In the event that CETS provides services outside of scheduled Service Hours, a flat fee of $100 per day and per room will be charged in addition to the charges above.

Fall and Spring Academic Term Availability

During the Spring and Fall academic terms, CETS will provide access to classroom technology for WICS programs only:

- in classrooms where technology is permanently installed;

- in the ICC and Lohrfink Auditoria; and

- by means of portable equipment which patrons pick up from, and return to our office, ICC 121.

There is no CETS delivery of equipment to classrooms and seminar rooms without permanently installed equipment for WICS users during the Fall and Spring academic terms.

The spring and fall academic terms 2016 through 2017 are as follows:

Spring 2016:

January 13 through May 14, 2016

Fall 2016:

August 31 through December 20, 2016

Spring 2017:

January 11 through May 13, 2017

   

Patrons to whom CETS cannot provide classroom technology, or who require technology beyond what CETS could provide, may still be able to obtain technology from an external vendor, either:

1) Aramark Conference Services, 202-687-3230,

http://www.acc-guhotelandconferencecenter.com/washington-dc-meeting-facility/

or

2) Optimum Audio, (202) 618-2017

http://optimum-audio.com/

For technology services in the ICC or Lohrfink auditoria for your workshop, institute, or conference, please visit ourICC Auditorium and Lohrfink Auditorium pages.

Whom Should I Contact With Questions?

If you have questions about CETS services for Workshops, Institutes and Conferences, please contact John Steitz, CETS Assistant Director, at (202) 687-2509/202-569-3119.

 

 

 

 

Summer Term and Intersession Availability

During the Summer Term, and during intersession periods, CETS will continue to provide access to classroom technology for WICS programs:

- in classrooms where technology is permanently installed;

- in the ICC and Lohrfink Auditoria; and

- by means of portable equipment which patrons pick up from, and return to our office, ICC 121.

In addition, during the Summer Term, and during intersession periods, CETS will also deliver technology to classrooms and seminar rooms without permanently installed technology in the following buildings:

- Healy

- ICC

- New North

- Old North

- Reiss

- St. Mary's

- Walsh, and

- White Gravenor

CETS does not deliver to faculty offices or departmental conference rooms.

Equipment available for delivery includes:

- Blu-Ray players and monitors;

- DVD players and monitors; and

- PC notebooks, iPADs and computer projectors.

In limited locations, CETS can also deliver document cameras.

Scheduling Technology for Non-Class Events

1.) Patrons must first request classroom or seminar room space from the Office of the University Registrar or the Office of Campus Activity Facilities.

Note : Reservation of classroom or other space does not, by itself, constitute reservation of classroom technology. Also, whether or not a user is charged for using classroom space does not determine whether or not CETS charges for use of technology in the classroom.

2.) Next, patrons must request technology services from CETS a minimum of ten business days prior to the start of the first session of their workshop, institute or conference.

Patrons request technology service by completing and submitting the CETS Workshop, Institute and Conference Services Information Form available online.

Patrons submitting a non-class service request on the standard CETS request form must provide either their GMS work tags (minimum: Cost Center, Fund, Purpose and Program), or a valid Registrar-supplied course number, or that form will be rejected.

Programs submitting a same-day request for service are presumed to be non-class paying programs, and must provide GMS work tags (minimum: Cost Center, Fund, Purpose and Program) on their service request. For same-day service requests lacking both a Registrar-supplied course number and GMS work tags, access to classroom technology will not be provided.

Patrons to whom CETS cannot provide classroom technology, or who require technology beyond what CETS could provide, may still be able to obtain technology from an external vendor

For technology services in the ICC or Lohrfink auditoria for your workshop, institute, or conference, please visit ourICC Auditorium and Lohrfink Auditorium pages.

Equipment Loan Service From WICS

In spaces that do not contain built-in technology, and where delivery of equipment is not possible, CETS will make available portable equipment, which conference organizers pick up from, and return to, the CETS office, ICC 121, during CETS Office Hours.

Subject to availability, patrons may borrow:

- PC laptops and computer projectors;

- tablet computers;

- document cameras;

- Blu-Ray or DVD players and projectors and

- Portable projection screens.

Patrons borrowing this equipment must sign for it, and will be responsible for repair or replacement of each component if it is not returned in the same condition it was loaned out, in a timely manner.

CETS loan equipment must be used in GU-owned facilities, and must not be taken off-campus. Unless special arrangements have been confirmed in writing, CETS loan equipment is due back before CETS closes in the evening, and is not loaned out overnight.

Patrons to whom CETS cannot provide classroom technology, or who require technology beyond what CETS could provide, may still be able to obtain technology from an external vendor.

For technology services in the ICC or Lohrfink auditoria for your workshop, institute, or conference, please visit ourICC Auditorium and Lohrfink Auditorium pages.

Further Questions?

For more information about CETS WICS services, please contact:

John Steitz, CETS Assistant Director, at (202) 687-2509/(202) 569-3119.