A/V Policies and How-To's

We create our daily schedules based on 25Live requests. When possible, we ask that you request AV services at least two weeks in advance of your event start date. This allows us enough time to ensure we have the equipment and staff available to support your event, and to add your request to our calendar. We may not be able to accommodate last minute requests, so please communicate your needs and make you request them as early as possible.

Below are instructions on how to request A/V resources via 25Live.

How to Request A/V Resources on 25Live

For audio needs in the Alma Thomas Theater, please fill the Alma Thomas Technical Request Form after submitting your 25Live request as the theater staff handles those requests.

For smaller A/V needs like simple music setups, video recording for class projects, display adapters, etc, please consider checking out items from the SLC Infodesk using the Library A/V Check-Out Form.

The Meeting Owl is a webcam that offers a 360° view of your space and will follow any speaker as they talk. The Meeting Owl is equipped with a USB-A connection to your laptop or desktop computer. Once connected, you will need to select the Meeting Owl as your Camera, Microphone and Speaker from your conferencing software. Please note, this camera is ideal for a meeting with up to 8-12 people. 

This item can be requested through the InfoDesk in the Smith Library. Please include the location, date and time of your meeting/event. Once requested, you can pick it up one to two business days prior to your meeting/event from the library. We are happy to assist with the Meeting Owl on your first use. 

Reserve the Meeting Owl

Meeting Owl Quick-Start Guide

The wireless presentation systems offered on campus are Airplay, MirrorOp (WePresent), Clickshare and Vivi. Please refer to this page for more info.

To download the software for these systems, please visit the AV Software & Downloads page.

Vivi Instructions

MirrorOp/WePresent Instructions

Clickshare Instructions

All AV support requests for events MUST be done through 25Live. Since our main calendar is based on the 25Live database, it is vital that the location is approved first and that any AV resources be requested through this system. Simply submitting a planning document, sending in a ticket or calling/emailing us will not be sufficient. 

Once you've submitted your Event Form and received location approval, please look out for a confirmation email from Marie Nugpo or Randy Avenell regarding the resources you requested. We highly suggest submitting your request at least two weeks prior to your event. We understand this is not always possible, so we recommend reserving your location first and keeping us in the loop on any AV needs you foresee that you will have. Keep in mind, you will need to add an AV resource or CC Richard Baca (bacar@southwestern.edu) or Randy Avenell (avenellr@southwestern.edu) on your request form, so we are notified on 25Live of your possible needs. Otherwise, your event will not show up on our end.

If you need further information on how to reserve AV resources on 25Live, please refer to the Request A/V Services on 25Live page.

Most student events are supported by Student Activities. Please contact Student Activities, or check out equipment from the SLC Infodesk. The library has speakers, cameras, microphones, webcams, lights, HMDI adapters, and much more available for students, faculty and staff to reserve.

Library A/V Check-Out Form

In locations needing support from AV Services, please request resources using 25Live.

We offer a few options for Live Streaming of events on campus. Please keep in mind, since we are a small team, we can not always commit to Live Streaming assistance for your event. The Library has a MEVO streaming camera available for checkout. We do have some larger streaming systems for priority events.  However, these larger streaming systems will require support personnel and additional time to set up. This is NOT a self-service option. Please check with us on the availability of these streaming systems before submitting any request by emailing Randy Avenell (avenellr@southwestern.edu) or Marie Nugpo (nugpom@southwestern.edu).

Currently, the only space on campus that is equipped with a permanent streaming capability is the Alma Thomas Theater. You must receive approval of reserving the Alma Thomas Theater (ATT) through 25Live and Laura Sewell before streaming or other technical services can be requested via the ATT Technical Request Form below.

Library A/V Check-Out Form

Alma Thomas Technical Request Form

If you are planning to post a recording online, please have the guest speaker(s) fill out the release form below. We want to make certain that both the speaker(s) and the University have the necessary rights and protections to continue to benefit from the presentation(s). 

Video Recording Release Form

We are unable to support recording/streaming of Capstone Presentations. Due to the quantity of these events over a short period of time, we do not have the resources available to support this. We can recommend using a phone/tablet, or you can check out a MEVO camera, webcam or camcorder from the library.  You may also be able to use The Meeting Owl to help stream or record a Capstone event if they are available.

Library A/V Check-Out Form

Reserve the Meeting Owl

We offer a few options for recording events on campus. Please keep in mind, since we are a small team, we can not always commit to recording your event. The Library has several cameras available for checkout. We do have some video recording systems for priority events.  However, these larger systems that will require support personnel and additional time to set up. This is NOT a self-service option. Please check with us on the availability of these systems before submitting any request by emailing Randy Avenell (avenellr@southwestern.edu) or Marie Nugpo (nugpom@southwestern.edu).

Library A/V Check-Out Form

If you are planning to post a recording online, please have the guest speaker(s) fill out the release form below. We want to make certain that both the speaker(s) and the University have the necessary rights and protections to continue to benefit from the presentation(s). 

Video Recording Release Form

When reserving spaces and resources on campus for events, please take note of the building policies as stated on the Southwestern website (linked below).

Building Use Policies

Other useful information about the use of university facilities can be found on the Scheduling Facilities page.