Event Support

Event Planning

  • Consider each room's set-up style (auditorium, lecture, round tables, number of chairs, etc.). Visit the Reserve Our Facilities page for detailed information.

  • Be mindful of physical and digital accessibility, lactation rooms, dietary restraints and other attendee needs.

  • Notify Campus Center Management of all final event plans and logistics five days before the event.

  • UAlbany Dining has the exclusive right to cater and sell food on UAlbany's campuses. Request catering services.

  • Coordinate parking arrangements with Parking & Mass Transit Services.

  • The host organization is responsible for creating and printing signage. Contact Rapid Copy Services and Facilities Management for more information.

  • Decorations may only be put up using painters tape or masking tape. Any charges for repairs from damages made from decorations will be added to the final invoice. Helium balloons are not allowed within the Campus Center.

  • UAlbany is committed to environmental sustainability. We encourage you to review the Office of Sustainability's guide for hosting sustainable events.

  • On the day of the event, allow time for setting up, completing sound checks, loading presentations, etc.


Event Staff

Certain events in the Campus Center may require the presence of Event Staff. Campus Center Management will reach out to the organization hosting the event to plan needs and requirements, including Event Staff.

Event Staff help the host organization with standard security, crowd control, metal detection, ID checks and other safety measures. For events held in venues outside Campus Center, Student Activities may require host organizations to hire Campus Center Management staff and services to ensure events are safe and successful.

Campus Center Management and Student Activities reserve the right to cancel an event at any time if the safety requirements are jeopardized.

More Information about Event Staff

Event Staff are students representing the University at Albany who provide a positive peer security presence at student organized social events on campus.

They work with social event hosts and University Police Officers to maintain a fun and safe environment at these events. Event Staff does not replace student organizers and/or event hosts in the execution of social events.

Event Staff will only work events at venues that have a capacity of at least 50 people. Event Staff may be requested for your event at the time you book your space.

University officials will review your event plan and determine the appropriate level of staffing needed for the event.

Pricing will vary depending on the event needs and staffing needs. Typically, pricing is $20 per staff member, per hour. However, this is subject to change.

Event Staff responsibilities include:

  • Assisting in staffing the entrance and exit doors

  • Ensuring venue capacity is not exceeded

  • Assisting University Police and other UAlbany officials in emergency situations at the event

  • Generally helping to maintain a safe and well organized event

  • Checking to see if appropriate policies are being followed (including rules regarding bags, bottles, approved food, checking of identification, etc.)

Event Staff are not responsible for:

  • Collecting money at entrance doors

  • Staffing the entrance alone (an event organizer should also be present)

  • Collecting money from guests

  • Setting up decorations, handing out marketing materials, etc.

Technical Services (A/V Equipment)

Campus Center Management rents out audio/visual (A/V) equipment for on-site events when requested by the host organization at least three days before the event. Equipment reservations are on a first come, first served basis.

Campus Center Management equipment can only be used within the Campus Center and the equipment is subject to rental fees. Technical support for Campus Center Management equipment is available with at least three days notice.

External equipment may be brought in and used but may not be connected to building equipment (except for power) and is not supported by our staff should technical problems arise.

A/V Guidelines

General Guidelines

  • If possible, visit the space before your event.

  • All A/V equipment will be set up and ready to go 30 minutes before an event begins, unless a previous arrangement has been made with Campus Center Management.

  • The Campus Center has a limited number of laptops we can lend out for presentation purposes. Most spaces have a computer, which can be projected on the screen, in the room's A/V rack.

  • Notify Campus Center Management in advance if you plan bring your own computer, so we can supply the necessary connection cable.

  • Notify Campus Center Management in advance if your presentation will include audio or video components, so the correct equipment is prepared.

  • Let Campus Center Management know ahead of time whether you prefer a podium microphone, handheld microphone of lavalier microphone (collar-clip microphone).

  • You may request a dedicated A/V specialist be assigned to your event but this request must be made in advance. Hands-on coverage for a full event typically costs $20 per hour, per staff member. However, this is subject to change.

Guidelines for the Day of the Event

  • We recommend arriving early and briefly rehearsing before the event starts to ensure the presentation and sound work properly.

  • If you're using the computer in the room's A/V rack, use the mouse and keyboard near the rack to prepare, then use the handheld slide remote control (clicker) at the podium to advance through your presentation.

  • If your presentation is on a USB drive or will be access via email, we recommend saving the actual file to the desktop of the computer you're using to run the presentation and opening the file in the minutes leading up to the event. Computers' hard drives are more dependable than USB drives when it comes to presentation performance.

  • Once A/V equipment is set up, always assume that the microphones are on. Microphones are usually already on and will pick up nearby sound.

  • When using a podium microphone, adjust the height to just below your mouth and stand six to eight inches away from the microphone. Leaning into the microphone or putting it too close to your mouth will result in audio feedback.

  • When using a lavalier microphone (collar-clip microphone), clip it upright on the side of your clothing where you're most likely to turn your head toward so it picks up your voice whenever you turn. If you'll be gesturing at a projected screen, that is the side you're most likely to turn.

  • If you are using a handheld microphone, hold the microphone near its middle. Wrapping your hand around the top of the microphone may cause audio feedback.

  • If you are using multiple microphones, don't place them close together, as this may cause audio feedback.

  • Please do not point the microphones at the speakers, as it will likely result in audio feedback.

  • Call Campus Center Management at 518-442-5491 if you have any problems.