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will-call equipment rental

Phone: (949) 824-5128
Fax: (949) 824-2989
Email: smartclassrooms@uci.edu
Will-Call Hours: M-F 8am-4:30pm
Location: A.I.R.Bldg 653, Suite 3070

Equipment List & Rental Rates
Equipment Rental Request Form

Overview
OIT Classroom Technology Support offers a variety of equipment to fill your classroom and special event needs. Equipment reservations should be made at least 3 working days in advance, and are filled on a first come, first served basis. Our primary mission is to support regularly scheduled classes, so CTS reserves the right to decline requests for service to non-academic events during times of heavy academic support.

All equipment must be picked up from the OIT CTS office, located in A.I.R.Bldg 653, Suite 3070. Will-call hours are Monday through Friday between 8am and 4:30pm. CTS staff can consult with users in advance to determine appropriate equipment for a course or event, and is happy to train users on equipment set-up and operation. It is the users’ responsibility to transport the equipment and return it to CTS in good working condition.


Equipment List & Rental Rates
For a full list of equipment and rental rates, please see our Rental Rates page.

*For SmartClassroom rental rates please see our SmartClassroom Policies page. For a list of equipment installed in SmartClassrooms, please see our SmartClassrooms List or the individual classroom pages.

Rental equipment is charged at a daily rate, regardless of whether it's reserved for 1 hour or 10 hours.

Special Note for Course Use
When equipment is requested for on-campus use by a course listed in the schedule of classes, the following exceptions will be made:

  • One (1) single wireless microphone system per instructor/course can be rented at no charge
    (Mic kit does not include speakers or amplifier. This is designed for use in SmartClassrooms containing an XLR microphone input jack. If used in any other space, functionality cannot be guaranteed.)
  • One (1) portable document camera per instructor/course can be rented at no charge
  • One (1) VHS deck per instructor/course can be rented at no charge
  • Quarterly rentals are available for most other items at a fee equal to 10 days rental.


Additional Rental Charges
All equipment ordered within 3 business days is charged an additional day’s rental fee.
Additional charges will also be applied when equipment is returned late, is damaged, or is lost. Users assume full responsibility for lost or stolen items, and will be recharged for the cost of restoring any items to their original condition.

Cancellations within 24 hours are non-refundable.


Who Can Use Our Services
Equipment is available for rent by academic units, administrative units, research units, and registered student groups. We cannot rent to individuals or off-campus groups unless they are sponsored and authorized by a campus department. Groups may be able to reserve CTS equipment through Student Center & Event Services at the time of a room/space reservation.


How to Order Equipment
Requests for equipment should be made on the CTS Equipment Rental Request Form. (Note: some requests through Student Center & Event Services may instead be specified within the details of room reservations.) The form must include valid billing and contact information, and be signed by someone authorized to spend funds for your unit/group. Incomplete orders will not be processed.

Departments should supply a recharge account number, even if the equipment requested is a “no charge” item for course use. We also accept billing addresses and student ID numbers of authorized signers for campus clubs and organizations, or ASUCI club accounts (with verification of sufficient funds).

Rental request forms must be received by OIT CTS through mail, fax, or email at least three full business days prior to your event or they are considered late. (Note: Orders sent in after 5 pm are not considered “received” until the following business day.) Late requests may be accepted when equipment is available, however they will incur a late fee equal to an extra day’s rental.

Cancellations and changes are accepted at any time, and can be made without charge up to 24 hours before the event start time. CTS does charge in full for equipment cancelled within 24 hours of the event.

Please note that equipment is already installed in many campus classrooms and spaces, and OIT CTS rental equipment may not be necessary for your particular room. Always check with room owners in advance of putting in an equipment reservation!


Service Hours
Will-call service hours are Monday through Friday between 8 am and 4:30 pm.
CTS staff may be able to provide information or assistance after those hours by calling our SmartClassroom help line at (949) 824-8833, but instructions on equipment set-up and use should be gone over at the time equipment is picked up.

Equipment rented for evening events should be picked up before 4:30pm and returned the following business day before 12 noon.
Weekend rentals will need to be picked up by 4:30pm on Friday, and returned the following Monday before 12 noon.


Pick-up & Return of Equipment
All equipment must be picked up from and returned to the OIT CTS office, located at A.I.R.Bldg 653, suite 3070. Will-call hours are Monday through Friday between 8 am and 4:30 pm.

CTS staff can train the user on set up and operation of the equipment, but it is the users’ responsibility to transport the equipment, set it up on site, and return it to CTS on time. Users assume responsibility for lost, stolen, or damaged items, and will be recharged for the cost of replacing or restoring any items to their original condition.

Equipment rented for evening events should be picked up before 4:30pm and returned the following business day before 12 noon.
Weekend rentals will need to be picked up by 4:30pm on Friday, and returned the following Monday before 12 noon.


Special Event Services
OIT CTS requires at least one week's notice on special events requiring more detailed planning, large amounts of equipment, or other operational considerations. In most cases, we will want to make sure you have thoroughly discussed your event details with Student Center & Event Services.

If a special event cannot be accommodated, CTS staff can provide event planners with a list of external vendors to work with directly.

 

Office of Information Technology

OIT Classroom Technology Support
3070 Anteater Instruction & Research Building
University of California, Irvine • Irvine, CA 92697
(949) 824-5128

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