Event Production

IS&S Event Production Services 

Formerly known as Media Services, the IS&S Event Team consists of two full-time staff and 10-12 students.  We work to provide all necessary audio/visual, sound, lighting and coordination needs for all major College-wide events, such as Opening Convocation, Graduation, weekly Convocations, etc.  For a list of such priority events, click here. 

The Administrative Committee (AC) recently approved minor equipment rental charges to cover a portion of the cost of supplies, maintenance, and replacements of event equipment for internal, Berea College rentals/events.  

 Web Request Form

For your convenience, we have created a digital request form for you to use in making new requests (see link below).  Please submit the form at least two weeks in advance.  The digital request form is the sole method for requesting event productions and rentals.  The form will facilitate the process by communicating as much information in advance as possible.

Web Request Form

After Hours Staffing 

Events that take place outside of regular business hours (Monday-Friday 8am-5pm) will be staffed by student labor, unless the event is: 

  • Off main-campus; i.e. Forestry Outreach Center 
  • Contracted by an external group; i.e. a non-profit group hosting an event utilizing Berea College facilities and equipment 
  • Any breaks in which there is no student labor available

In which the event will be staffed by IS&S staff employees. These events will require Overtime compensation paid for by the client. Please see the pricing breakdown below. 

Pricing: 

  • On-site staff technician 
  • $50 /hour (minimum 4 hours) per technician 

Self-Service Rental Services

Multiple types of equipment can be rented from IS&S Event Production. See the “Equipment Fees” section below for a breakdown of equipment and prices. For rentals, please submit a Web Request Form, also found below.  Please allow 24 hours for a response after the request has been made. Pick-up/Deliver services are available (M/T/W/F 1pm3pm) 

Departmental Rentals vs Student Rentals 

Departmental rentals are equipment rentals for staff/faculty. These require an account number and a department name; cannot be charged to a B Number.  Student rentals are equipment rentals for students. These require a student B Number and will be charged to the students Berea account.

Academic Rentals 

Academic rentals are equipment rentals that are for a class. The professor of the class must send an email to isseventproduction@berea.edu stating: the account number associated with the department hosting the rental, the course name and the name(s) of the student(s) of the class that will need equipment. The rental is for a three-day period and is free of charge. The equipment must be returned after the three-day period or a request for an extension must be submitted via email. If the equipment is not returned or an extension is not requested a charge may be applied to the department that hosted the rental. 

Event Production Services 

  • For needs above and beyond self-service equipment rental, an “Event Production” request will be required.  The price will be determined based on needs. 
  • Large scale events require 2 weeks notification prior to the event to ensure all needs are met and we have the inventory to accommodate the event. 

Equipment Fees: 

  • Camera Equipment: 
    • Digital Camera (DSLR): $20.00 per day 
      • Includes: 
        • Cannon Rebel T6 
        • Standard Lens(EFS 18- 55mm) 
        • Battery 
        • Battery Charger 
        • USB Cord 
        • All Necessary Cords/Cables 
      • Optional; included in cost: 
        • Tripod 
        • Zoom Lens(EFS 75 – 30mm) 
        • 16 GB SD Card
    • Camcorder: $20.00 per day 
      • Includes:
        • Camcorder 
        • USB Cord 
        • Charger 
        • All Necessary Cords/Cables 
      • Optional; Included in cost: 
        • Tripod 
      • Available for additional cost ($5.00 per day): 
        • Lapel Microphone
    • Sound System: $30.00 per day 
      • Includes: 
        • 1 Speaker Pair 
        • 1 Soundboard 
        • All Necessary Cords/Cables 
      • Optional; included in cost: 
        • 2 Speaker Stands 
        • One Microphone (Wired or Wireless) 
        • Microphone Stands(Boom or Straight) 
      • Available for additional cost ($5.00 per day): 
        • Additional Microphone
    • Display Equipment: $25.00 per day 
      • Includes: 
        • 1 Projector OR 1 TV 
        • All Necessary Cords/Cables 
      • Optional; included in cost: 
        • Projector Screen 
        • Projector Table
    • Conference Systems: 
      • Conference Phone: $25.00 per day 
      • Zoom Conference System: $25.00 per day

Weekends are counted as one day (Friday [after 5:00], Saturday & Sunday combined). 

Please note that all Event AV equipment abides by Berea College IT equipment depreciation guidelines.  As such, it is required that requestors be responsible for the repairs of this equipment if they are damaged, or full replacement cost at the appropriate depreciation rate if repairs are not possible. 

Web Request Form

For your convenience, we have created a digital request form for you to use in making new requests (see link below). The digital request form is the sole method for requesting event productions and rentals.  The form will facilitate the process by communicating as much information in advance as possible. 

Web Request Form

All request must be made through the online request form.

Phone: (859) 985-4969 or Ext 4969

Email: isseventproduction@berea.edu