Audiovisual Fee Schedule

The Office of Information Technology and Media Services provides audiovisual equipment and technical services for lectures, seminars, and special events held within the HDS facilities. Please notify us as far in advance as possible (a minimum of two weeks' notice is required) to schedule services. The preferred method of reserving equipment and services is to email avinfo@hds.harvard.edu.

Reservation requests for HDS facilities and other services should be directed to:

Registrar's Office, Divinity Hall, Room 208 (9 am - 5 pm, Monday-Friday)
phone: 617.495.5760
fax: 617.495.0807
RoomReservations@hds.harvard.edu

HDS Media Services

Andover Hall G-10 (9 am - 5 pm, Monday-Friday)
617.496.9111
avinfo@hds.harvard.edu

Media Services provides slide, overhead transparency, video, and data projection, audio recording, and sound reinforcement. Additional questions regarding equipment and services should be directed to:
Daniel Hawkins, Director, HDS IT and Media Services
617.384.9762

Who is charged

  • HDS courses or course-related activities: Equipment and labor will be provided free of charge. This includes HDS courses cross-listed with FAS.
  • HDS student organizations: Registered HDS student organizations sponsoring events outside of normal business hours (9 am - 5 pm, M-F) will be charged for labor only. Student organizations sponsoring special conferences or events outside of normal business hours, when room rental or other fees are assessed by the Registrar's Office, will be charged for labor and equipment.
  • HDS staff: HDS staff sponsoring events that require services outside of normal business hours (9 am - 5 pm, M-F) will be charged for labor.
  • HDS organizations (non-course-related): HDS-affiliated organizations sponsoring events that require services outside of normal business hours (9 am - 5 pm, M-F) will be charged for labor.
  • Harvard University Organizations: Organizations affiliated with Harvard University sponsoring events that require services outside of normal business hours (9 am - 5 pm, M-F) will be charged for labor.
  • Non-Harvard University Organizations: Organizations not affiliated with Harvard University sponsoring events requiring HDS facilities and services will be charged for labor and equipment. This includes events both during normal business hours and outside of normal business hours (9 am - 5 pm, M-F).

Billing

The HDS Office of IT and Media Services will determine whether or not fees apply based on the organization's affiliation to Harvard Divinity School and the date and time of the event. The particular audio-visual requirements of the event will determine the rate for labor. All organizations and departments to which charges apply must pre-pay for equipment and labor via the HDS Office of IT and Media Services. These charges must be paid either by check or by using a 33-digit Harvard billing code.

How rates are calculated

Equipment rental is charged by the hour, up to five hours. Items required over five hours will be charged at the day rate. Labor fees will be charged for time required, to set up equipment, operation of equipment during the event, and for the breakdown of equipment.

Labor rates for technical staff

Category I - $15.00/hr.

Includes a student or casual employee for most equipment operation, such as slide projection, video/data projection, simple recording, and amplification. Labor charges include time for transport, set-up, operation, and breakdown.

Category II - $20.00/hr.

Includes a student or casual employee for more complicated equipment operation, such as sophisticated multi-microphone recording and amplification, and multimedia requests. Our staff will determine if an event falls into the Category II classification based upon job requirements and equipment availability.

Category III - $30.00/hr.

Includes all complex job requests requiring full-time technical labor, especially jobs related to public events, sophisticated multi-microphone recording and amplification, and multimedia requests. Our staff will determine if an event falls into the Category III classification based upon job requirements and equipment availability. Requests for professional staff will be honored when possible.

Category IV - $40.00/hr.

Includes all jobs from Category II and III which occur on weekends and holidays. There is a four-hour minimum labor charge on Saturdays, Sundays, and holidays.

Job cancellations

All cancellations should be called in as soon as possible. Full labor charges will be billed if we are not notified a full business day prior to the start time of an event.

Audio equipment charges

Built-In Audio Equipment Systems Hour/Day
Sperry Room with one microphone $10.00/50.00
Sperry Room with 2 - 4 microphones $15.00/75.00
Professional or wireless microphone with above systems add: $8.00/40.00
Cassette audio recording with above systems add: $8.00/40.00
DAT audio recording with above systems add: $25.00/125.00
Mobile Amplification/Recording Systems
Voice Only
Hour/Day
1 - 4 microphones with stands, amplifier, mixer, 2 speakers with stands $25.00/125.00
Integrated P.A. system (amplifier and speaker) with microphone $15.00/75.00
Cassette audio recording with above systems add: $10.00/50.00
DAT audio recording with above systems add: $25.00/125.00
Musical/Vocal Groups Hour/Day
1 - 4 microphones with stands, amplifier, mixer, 2 speakers with stands $30.00/150.00
Cassette audio recording with above systems add: $10.00/50.00
DAT audio recording with above systems add: $25.00/125.00
Music-Playback Hour/Day
Audio Cassette Player or CD player, preamp amplifier, mixer, 2 speakers with stands $25.00/125.00
Audio Cassette Player or CD player, Integrated P.A. system (amplifier and speaker) $20.00/100.00
Combination cassette/CD player boom box $8.00/40.00
Audio Components Hour/Day
Microphone with stand $3.00/15.00
Special-purpose microphone $8.00/40.00
Multi-channel mixer $10.00/50.00
Speakers Hours/Day
12" with horn (pair) with stands $5.00/25.00
Stands (pair) $1.00/5.00
Tape Players Hour/Day
Mono cassette recorder/playback $2.00/10.00
Stereo cassette recorder/playback $5.00/25.00

Projection Equipment Charges

Slide Projectors Hour/Day
Slide Projector w/ remote control and tray $5.00/25.00
Wireless slide remote $3.00/15.00
Overhead Transparency Projectors Hour/Day
Standard $5.00/25.00
High intensity $10.00/50.00
Portable Projection Screens Hour/Day
60"x 60" or 70"x 70" $3.00/15.00

Video Equipment Charges

Projectors Hour/Day
Video/Data XGA $30.00/150.00
Miscellaneous Hour/Day
27" Video Monitor $15.00/75.00
VHS player/recorder $5.00/25.00
S-VHS player/recorder $15.00/75.00
DVD player $20.00/100.00
XGA Document Camera (video overhead) $25.00/125.00
SVHS Camcorder $12.00/60.00
miniDV Camcorder $20.00/100.00
DVCAM Camcorder $50.00/250.00
Tripod $2.00/10.00
Laser pointer $3.00/15.00

NOTE: All audiovisual equipment available from the HDS Office of Information Technology and Media Services may only be used under the supervision of qualified HDS technical staff. Equipment may not be signed out or used without proper supervision.