AV Policies

Hours of Operation: AV Services operates from 8 AM - 5 PM Monday - Friday .  We are located at both the UCSD SOM Campus in La Jolla and at theUCSD Medical Center in Hillcrest.  As a rule we do not set-up, deliver, or pickup equipment during off-hours. Weekend and holiday policies are described below.  Other exceptions may sometimes be negotiated by specific arrangements with AV Services.

Weekend Equipment Rentals: Equipment rented for use over a weekend will be charged a minimum of one day (eight hours for hourly-rated equipment). All AV equipment checked out for the weekend must be returned to the AV Office from which it was rented by noon on the following Monday unless otherwise negotiated.

Holiday Equipment Rentals: AV Services is closed for Campus holidays.  Equipment can be rented from an AV Office for use over a holiday. Contact your local AV Office for specific information.

Thornton AV:  All requested AV equipment must be picked up and dropped off at Room1- 423 (located on the first floor of Thornton Hospital, at the end of the Administration Hallway, across from the Infusion Center.)  A Hospital Security Agent will meet you there at the appointed time.  If you need to reschedule the pickup or if the Security Agent is not there, contact Thornton Security at 858.290.2660.

Index Number/Recharge:  AV Services must have an Index (Recharge) number before we can deliver, set-up, or checkout any AV equipment. If you have not submitted this information, please contact the AV Office immediately.

Cancellations: AV set-up /delivery orders must be cancelled at least 24 hours before the scheduled event.  If cancelled with less than 24 hours notice (or by 4:30PM Thursday for weekend orders), clients will be charged the cost of the original order.   Late cancellations of hourly-rated equipment will be charged the cost of the original order, up to a maximum of 4 hours. Will-Call orders canceled less than 4 hours before pickup time will be charged an amount not more than a 4-hour rental.

No-shows: AV services requires that a user or representative accept responsibility for delivered equipment, and strongly urges that this individual show up at least five minutes before the start of the event. If the user has not arrived by the requested start time, AV Services reserves the right to cancel the order. When possible, AV will wait up to 10 minutes before event is deemed a"No-Show", however during busy times this is not always possible.

1-Hr Minimums: Hourly-rated equipment will be charged in one-hour increments, with a minimum of one hour.

Labor-Intensive Orders: Large setups or labor-intensive orders will also include a charge for the setup and tear down time at the appropriate labor rate.

Computer Orders: AV Services can provide a "dry run" to test the computer, data projector, network configuration, and/or compatibility of the CD/DVD/etc that will be used for the presentation. AV Services cannot guarantee a successful computer-based presentation if a "dry run" is not performed prior to the event. Dry runs are free of charge for the first 20 minutes and must be scheduled at least 24 hours prior to the event.  AV Services' first priority is to do whatever we can to ensure a successful presentation; however, we will not be liable for any problem that may occur as a result of your asking AV staff to operate your computer.

Lost & Found Media: Please be sure to remove all media and supplies from equipment when finished. Any CDs,DVDs, USB drives, etc. left with the AV equipment will be taken to the AV Office behind Garren Auditorium (SOM) and West Wing AV office (Hillcrest).  If you think you have left media in AV equipment, please call 858.594.0963.  We will do our best to locate it for you, however AV Services will not be responsible for items left with the equipment and any unclaimed media will be disposed of at the end of each quarter.

Room Accessibility: AV Services will deliver carted or non-portable equipment only to locations that are accessible by elevators or wheelchair ramps.

Room Configuration: In locations where the room arrangements can be reconfigured, the customer is responsible for having the room seating ready prior to the event. AV Services technicians are not responsible for moving chairs, tables, etc. before the equipment is setup. For assistance on Campus, please contact UCSD Facilites Management at (858) 534-2930.