Media Services Support for Campus Events

Media Services Support for Campus Events: 

Media technology equipment, staff support, and video recording for campus events is available to faculty, staff and students.  

Please note: support for courses and some teaching and learning initiatives is free of charge.

Charges apply for requests that require on-site or remote support for the duration of an event.  Examples include Zoom webinars, panel discussions needing multiple microphones, high-profile events, events requiring complex A/V equipment, live streaming, etc.

Media Services applies a fee for service model. Each service (Zoom tech support, AV, production, live streaming, etc.) incurs an hourly fee independent of the staffing required to deliver the service.

A proposal will be provided to confirm your request, our process and any charges.

New to our services? Request a media consultation.

Ready to make a media request with us? Please use

(For reference: list of audio options available in major campus locations)



Late reservation

Reservations must be made at least 9 calendar days in advance of event. 

$150 late reservation fee for late requests.

(Exception: course support - no late fee for last minute requests - please try to plan in advance)

(Exception: Virtual events which get organized on short notice will not be charged a late fee- Note: staffing is not guaranteed).

Campus Conferences

Reservations for media support for conferences must be made at least 21 days in advance.
If we are unable to accommodate your request, we reserve the right to reach out to an outside vendor for support.

 * 2021: NO on-campus conferences are taking place*
Media Services does not support virtual conferences. Please connect with Brown's Events & Conferences Office to plan your conference.

Zoom web conferencing, live streaming and simulcasting

   Zoom for Brown courses (Zoom buddy)     Free of charge
Zoom for virtual events

 Web conferencing with Zoom ( webinar and meeting.

Options for 1000 or 3000 attendees
In collaboration with Events office


1 hour service setup fee: $ 85

Staffing throughout the virtual event:
$85/hour service fee applies.
(Editing and delivery included)

Public Live Streaming

Delivered via Brown’s Live Webcast page. Viewable to the world.

Requires approval of Office of University Communications. 

Live stream service fee: $85/hour
Estimate event time plus 1 hour setup.

Option to add live stream to Brown Facebook and YouTube -- free of charge

Internal Live Streaming

Delivered via Brown media platform (Panopto). Available in select rooms only.
Viable option for small audiences and restricted access (e.g. Brown-only access)

1 hour service setup fee: $ 85
This kind of live stream is unmanned.

If monitoring or recording throughout the event is needed:
$85/hour service fee applies.

Simulcasting between 2 rooms

Simulcasting is available in these locations:
Salomon 101, 001
Macmillan 115, 117
Barus and Holley 166, 168
List 120, 110

No charge for installed equipment

If monitoring or recording throughout the event is needed:
$85/hour service fee applies.

Audio and Visual Services

  Audio/Visual support for and during class.

Free of charge

Events in locations with Installed AV equipment

Flat panel displays, projectors, and audio equipment accessed via Creston touch panel or button controller.

AV service fee: $85/hour for events which require service staffing throughout.
Estimate based on your event time plus 1 hour setup.

Use of equipment, setup and orientation (15 minutes) - no charge.

Walk-throughs (1 hour) - no charge.

Locations without installed AV

Request a media consultation; we will likley connect you to our local trusted external vendors.



Portable equipment available for check-out at IT Service Center

Free of charge.

Accessibility Support (Remote CART and remote ASL)**

  Remote CART / ASL for courses - in collaboration with SAS

Free of charge

In Person and Hybrid Events

Best to use a Zoom Room spaces.

Auditoriums have installed installed technology for this.

1 hour service setup fee: $ 85

Virtual events (Zoom)


Free of charge

** Please note that Remote CART and ASL are services provided by an outside vendor and there are charges associated.  Read all the info.


Video Production Services

Video production services in detail


Video recording of courses

Free of charge


Video production for events (guest lectures, panel discussions, etc.)

Production service fee: $85/hour.
Estimate event time plus 1 hour setup.

Walk-throughs (1 hour) - no charge.

Conferences require in-person consultation and proposal.


Video production for promotional pieces, non instructional trainings and workshops

Production service fee: $85/hour .
Estimate event time plus 1 hour setup.

Custom editing fees may apply.

Basic editing                

Trimming of shoot, titling, file format processing for distribution

Free of charge.


Custom editing

In-depth editing, compositing, lower-thirds or animation

Editing service fee: $42.50/hour
A tentative estimate can be provided based on project scope and budget.


Brown YouTube, Google Drive, Brown media platform (Panopto) or BrownSite

Free of charge.

Self-service & Automated video production services

Desktop recording capability

Personal recording with automated delivery and viewing;
several software options

Free of charge.

Automated Lecture Capture

In select rooms.

Free of charge.

Self-service recording

Recording equipment made available via equipment loan program

at the IT Service Center.

 Free of  charge.