AV Checkout Equipment

Teaching remains our primary focus and equipment is available on a first come, first served basis. Some equipment is available in limited quantities so we strongly recommend that you reserve well in advance to avoid disappointment.

Equipment not picked up within one hour of the time requested will be made available to other clients. Charges may apply if you do not cancel your reservations. For delivery and/or an operator, a minimum of two working days is required. We ask that you return all equipment promptly since other clients may be waiting.

While the primary mandate is to support teaching, equipment is made available to the following individuals and groups:

• departments, for departmental meetings and training sessions
• faculty, for research activities
• staff
• students
• student groups
• conference organizers
• external clients

For information on fees, please see our Charging Policies.

Loans

Instructors and students—who are authorized by a department—can borrow AV equipment on a daily basis for credit course-related activity (laptops excluded). There is no charge for loans. The sponsoring department assumes liability for equipment loaned to authorized instructors and students. Departmental administrators may contact the CTS Help Desk to provide a list of authorized individuals.

Rentals

Rental fees apply to all non-credit course-related use of AV equipment and installed multimedia classroom technology. A two-day rental fee is required as a deposit for all cash, credit and debit card transactions. Visit the staff in room 108 in Day Hall or call the CTS Loans and Rentals Counter at 519-824-4120 ext. 52778 for assistance. The party paying for the rental assumes liability for rented equipment.

No Show and Late Return Fees

Late fees may apply for equipment that is not picked up or returned on time. There is a two-hour cancellation policy. Failure to comply with the above conditions could result in being denied future use of AV equipment.

Delivery/Labour

Labour is charged at an hourly rate for equipment delivery and setup.

Methods of Payment

We accept the following methods of payment:

• credit card--Visa® or MasterCard®
• cash or debit
• cheque
• GL Code (departmental authorization required)

Please note that a security deposit is required for credit card, cash, debit and cheque payment options.

You are required to sign a liability clause that holds you responsible for ensuring legal use (copyright) and safety of all equipment you borrow. Before equipment is released, you are required to sign the rental order agreeing to the terms and conditions on the back of the order.

It is your responsibility to ensure that equipment is not delivered to or stored in unsecured areas.

When departmental coding is provided, the department is liable for equipment until it is returned; for this reason, CTS requires written approval from your department authorizing you to use the equipment under these conditions. Your departmental administrator may send an email to the CTS Loan Counter to authorize your use.

Student requests must have written faculty (departmental) authorization and should be placed by the previously authorized instructor or departmental administrator with our Loan Counter staff. If you are an authorized instructor assuming liability for student use, please submit a class list with the course number in one of the following ways:

• In person: CTS Loan Counter, Day Hall, Room 108
• Email the CTS Loan Counter
• Fax: 519-821-8530

Departmental administrators are encouraged to indicate a date when the department is no longer willing to assume liability for use of the equipment by the student, staff or instructor.

If payment is made via cash, cheque, debit or credit card, the individual signing is liable for the safe and proper use of the equipment.

In an effort to provide better service, CTS is using a computerized scheduling system. Equipment can be reserved in the following ways:

• In person: CTS Loan Counter, Day Hall, Room 108
• Email the CTS Loan Counter
• Fax: 519-821-8530
• Phone: 519-824-4120 ext. 52778

To reserve equipment you are required to provide the following information:

1. Your name
2. Your department
3. Departmental coding (or payment type)
4. Your telephone number or where you can be reached
5. Course number
6. Date and time you require the equipment
7. Date and time the equipment will be returned
8. Location where the equipment will be used (building & room number)
9. Type of equipment that you require

If you are hosting a special event that requires a complex AV setup, please contact us by phone at 519-824-4120 ext. 52778. A minimum of two weeks is required in order to discuss your plans and to schedule an AV Specialist.