Audio-Visual Event Services

To request an estimate:

Step 1: Fill out and submit the online request form at least 2 weeks in advance of the event.

Step 2: You will receive a Audio-Visual Event Services Order Estimate via e-mail indicating the total cost estimate of your requested services.

Step 3: Review the accuracy of the order details and submit any changes.

Step 4: To complete your order, reply to the estimate e-mail that you would like to Accept the order estimate or Decline your request prior to 1 week before your event.

Step 5: You will receive an e-mail confirming your order is processed and that a technician has been scheduled for your event.

Note: We offer audio-visual technical support campus-wide on a recharge basis and do require COA “Chart of Accounts” information in order to provide services. For most clients, this would be a project number and task number. Billing will occur within the month following the completion of services. 

We operate on a first-come first-served basis. In order to reserve your equipment for the time you need it, please reply to the estimate e-mailed to you as soon as possible and no later than 1 week prior to your event date in order to confirm your service request.

We are here for you! 

AVES has years of experience in video production, live-streaming, sound systems, & photography. We are fully capable of handling events from individual headshots to complex events such as multi-camera video coverage of conferences & graduations. As campus employees, AVES is integrated with the UC San Diego community. Our primary goal is to help you create a successful & memorable event.

We offer a wide range of services that can help make the goals of your event become a reality. Our experience in AV, combined with our knowledge of the capabilities of most campus meeting rooms & event spaces, means that we can recommend the services that would be most useful & effective. We strive to keep up with the latest technology including 4K video acquisition, Zoom conferencing, LED lights, & digital microphones.

   Video Production

We offer a range of professional video production options for our UC San Diego customers.

• Videos can be compressed for websites like YouTube
• Videos can be recordings of lectures, trainings, interviews, etc.
• We record in high-definition and email customers a link to download a compressed MP4 file
• Turnaround time for MP4 files averages a week after the event date
• Third party captioning can be provided for $1 per minute. UCSD ADA requirements.

a. Video documentation: It includes 1 video camera and one lavalier (clip-on) mic ideal for recording a lecture or event for documentation purposes.  Minimal video editing is included to produce a link which you can post on websites like YouTube or a webpage.

b. 2 Camera recording: It provides 2 camera angles; one fixed on a Powerpoint slide projection screen in the venue and another camera to follow the presenter(s) as they speak.  The technician will switch between both cameras to follow the action for a polished look. This is ideal for more than one speaker or for capturing interaction with the audience.  Recommended for documenting one-time events. Additional microphones may be required depending on event needs.

c. Studio recording: We have a full recording studio which provides lighting and soundproofing to record high quality intimate interviews, presentations and video segments.  We can also film and edit in “B-Roll” or external footage of anything on campus to add into a polished promotional video for funding proposals, marketing videos or special projects.

   Live Web Streaming & Conferencing

View an event from anywhere. We make it easy by broadcasting any special event via Youtube or Zoom.

Web Streaming is the process of capturing, encoding, and streaming video and audio content live so that it can be viewed on the internet in real time. Web Streams are viewed through a web page created for the event. We can broadcast your event or meeting live. Future services include high quality Zoom Videoconferencing. An active hard-wired network connection is required. 

    Photography

We provide professional quality photography, full-service studio, as well as photo retouching.

This service includes:

• Headshots of staff or students (for use on sites like Linkedin or a department photo directory)
• Group photography of department faculty or staff
• Event photography
• Website image and marketing photography
• Research documentation photography
• Architectural photography

We provide:

• Consultation with our photographers
• Professional-grade cameras and lighting equipment
• Full-service studio
• Photo retouching

  Sound Reinforcement

We operate microphones & sound system to match both small & large event requirements.

We provide sound systems for large events of up to 1,000 attendees and small events for 30 attendees or less. Event services can be tailored to each individual event.

Wireless microphones are available for rent which can either be set up before and then removed after your event, or we can have our expert technicians operate the audio equipment for you. If requesting multiple lavalier mics (clip-on mics) we strongly recommend a technician stay on-site through the event to prevent feedback. Power outlets may be required depending on the package requested. A generator is available for rent for locations where power is not accessible.

In order to reserve your equipment and the technician's time we recommend that you submit your estimate request at least two weeks in advance and approve the job order promptly.

Video Production

AVES provides AV support for events such as:

• Conferences
• Lectures
• Seminars
• Graduations
• Trainings
• Career Fairs
• Ceremonies

Professional Photography 

*COST VARIES ON VENUE & EVENT REQUIREMENTS

Non-UCSD affiliates will need to work with, and be sponsored by, a UC San Diego department who is willing to reimburse charges using a valid departmental index. Contact us for additional information.

UCSD Students who are planning events at the Price Center, Student Center, or Student Services Center should contact One Stop by emailing onestop@ucsd.edu or by phone (858) 534-7666 for all facilities and technical needs. For other areas, students should contact their Student Organization Advisor since different areas have different regulations.

  Normal Operating Hours

Monday - Friday:  8:00am - 4:30pm

Weekends: Depends on work request and availability.

Check our AVES calendar to view available date and time slots. Please note that we will charge for overtime after 4:30pm during weekdays and hours worked on weekends. 

We are ready to help you with any questions regarding special events, pricing, or any other details. Feel free to call or send an email!

Contact Lara Sievert at (858) 534-8265 or email us at aves@ucsd.edu. Contacting us via the ITS Service Desk is also an option.