Video Conference Consultations
Terms and Conditions
On-site Online Meeting Prep Consult
Customers are responsible for the following:
- Submitting a Video Conference Consultation Request at least five business days before the consultation date.
- Requests submitted in a shorter amount of time are subject to rush approval and resource availability, and if approved, a rush fee of $50 will be assessed.
- Reserving the meeting space.
- Paying for any fees associated with using the space or equipment in the room (e.g., room rental, computer, projector or monitor, and webcam).
- Providing all equipment required to host an online meeting.
- See all system requirements and recommended equipment in Zoom and Teams Live.
- Managing all meeting awareness and promotion.
- Notifying ITAC of a cancellation at least one business day before the consultation date or be charge a $100 cancellation fee.
ITAC will provide the following services:
- Work with the customer to setup a consultation date and time.
- Assess equipment in the meeting space (e.g., computer, projector or monitor, and webcam).
- Assist with fine-tuning of supported equipment.
- Conduct Zoom or Teams Live training for department staff and meeting hosts.
- Assist the meeting organizer with creating a meeting invitation.
- Answer questions specific to the upcoming online meeting.
- Once service is complete, send a final invoice and process the payment via an Inter-Departmental Transfer (IDT).
NOTE: Once this engagement is completed, the service is completed. If issues arise and additional support time is needed, contact the IT Assistance Center at no cost to the department. If a follow up meeting needs to be scheduled where an ITAC agent will return to the campus meeting space, a fee of $80 per hour will be assessed in 15-minute increments.
Fees associated with this service:
- On-site Online Meeting Prep Consult - $80 per hour; minimum one hour; additional time charged in 15-minute increments
- Late Request Fee - Requests submitted within five business days of the consultation date are subject to rush approval and resource availability. If approved, a rush fee of $50 will be assessed.
- Cancellation Fee - Once you have engaged with ITAC, if you need to cancel the consultation, you must notify ITAC one business day before the consultation date. Failure to do so with result in a $100 cancellation fee.
Additional terms:
- Consultation support is available Monday through Friday, 8 a.m. to 5 p.m.
- After hours support is considered on a case-by-case basis.
- All requests are subject to review and approval and are based on resource availability.
On-site Online Meeting Prep Consult Plus Meeting Startup Support
Customers are responsible for the following:
- Submitting a Video Conference Consultation Request at least five business days before the meeting start date
- Requests submitted in a shorter amount of time are subject to rush approval and resource availability, and if approved, a rush fee of $50 will be assessed.
- Reserving the meeting space.
- Paying for any fees associated with using the space or equipment in the room (e.g., room renal, computer, projector or monitor, and webcam).
- Providing all equipment required to host a meeting in Zoom.
- See system requirements and recommended equipment for Zoom and Teams Live.
- Managing all meeting awareness and promotion.
- Notifying ITAC of a cancellation at least one business day before the meeting date or be charge a $100 cancellation fee.
On a day prior to your meeting, ITAC will provide the following services:
- Work with the customer to setup an initial consultation meeting.
- Assess equipment in the meeting space (e.g., computer, projector or monitor, and webcam).
- Assist with fine-tuning of supported equipment.
- Conduct Zoom or Teams Live training for department staff and meeting hosts.
- Assist the meeting organizer with creating a meeting invitation.
- Answer questions specific to the upcoming online meeting.
On the day of your meeting, ITAC will provide the following services:
- Arrive at your meeting space 30 minutes before the meeting start time to assist with meeting setup.
- Stay on-site up to 30 minutes after the meeting begins to help ensure the meeting has a successful start and the meeting hosts are ready and comfortable with the equipment.
NOTE: Once this engagement is completed, the service is completed. If issues arise and additional support time is needed, contact the IT Assistance Center at no cost to the department. If a follow up meeting needs to be scheduled where an ITAC agent will return to the campus meeting space, a fee of $80 per hour will be assessed in 15-minute increments.
Fees associated with this service:
- On-site Online Meeting Prep Consult Plus Meeting Startup Support - $80 per hour; minimum two hours; additional time charged in 15-minute increments
- Late Request Fee - Requests submitted within five business days of the meeting date are subject to rush approval and resource availability. If approved, a rush fee of $50 will be assessed.
- Cancellation Fee - Once you have engaged with ITAC, if the meeting is cancelled, you must notify ITAC one business day before the meeting date. Failure to do so with result in a $100 cancellation fee.
Additional terms:
- Consultation support is available Monday through Friday, 8 a.m. to 5 p.m.
- After hours support is considered on a case-by-case basis.
- All requests are subject to review and approval and are based on resource availability.