CMR - Scheduling Guildelines

Event Media Prep

It is the goal of Media Resources to provide excellent support for campus events. This goal can be achieved with proper preparation which includes the time necessary for assembling resources, and then effectively deploying them. An event with "short prep" has a higher risk of problems and potential failure.  Organizers of short prep events need to minimize expectations regardless of best effort planning.  On rare occasions when the risk of failure is high, Media Resources may reject the support request.

 
Proper Prep Time

Adequate lead time is essential for planning the media needs of a campus event.  Complete details of the event (date, time, place, guests, etc.) should reach Colby Media Resources either through the Scheduling Office or directly to CMR before the event at least:

  2 DAYS*
 if event is:   in media equipped classroom or other campus venue  
      during regular Colby business hours  
  5 DAYS*
 if event is:   in a non-equipped campus space  
        during non-business hours (nights, weekends, holidays, etc.)
        is an all-day event or part of a set of all-day events  
 * Business Days
 Inadequate notice may mean CMR can not support event
 

 
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Late Requests

We understand that situations change and that ‘last minute’ needs do arise.  We will make every attempt to meet these needs, but we may not be able to provide some or all of the services requested due to prior event scheduling and availability.  Please note the following:

  • Give us as much lead time as possible. If you missed the 5-day deadline, 3 days is better than 1.
  • The fact that CMR was able to meet a late request on one occasion does not guarantee that we will be able to at a future date.

If CMR is unable to fulfill a late request, we may [depending on equipment and staff] be able to:

  • Provide the needed equipment on a loan basis
    and/or
  • Provide minimal instruction on equipment use in addition to printed  instructions.