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AVS Policies

Policies for ordering and use of audiovisual equipment

AVS provides equipment at no cost for undergraduate courses, provided that the equipment complements or enhances the lecture during the scheduled class time. Training on equipment is also provided at no cost.

AVS charges a fee for equipment used for purposes other than undergraduate instruction.

All requests for equipment and services require a Financial Service Number (aka Department Code) and a Departmental Recharge ID. This information is used for booking purposes even if there is no charge. Some departments have requested that only authorized staff be allowed to place orders; you may contact us at 206-6591 and inquire if your department has that policy.

If you wish to use AVS equipment or services and you are not with a UCLA department, the policies described in Non-Departmental Rentals will apply to you. Otherwise, please use the following table of contents to find the relevant policies.

Undergraduate and UCLA College Graduate Courses

AVS provides equipment at no cost for all undergraduate courses, provided that they complement or enhance the lecture during the scheduled class time. Training on equipment is also provided at no cost.

Equipment must be reserved in advance. Equipment may be picked up 90 minutes prior to the scheduled class and must be returned within 90 minutes after the end of the class. Late fees equivalanet to the daily fee of the equipment will begin to accrue immediately if equipment is not returned on time. If you are unfamiliar with the equipment, we strongly recommend you schedule an appointment for training on how to use it.

Cancellations less than one workday in advance or no-shows will be charged for any scheduled labor and 10% of the equipment's daily rate. There is a minimum of a $5 charge for late cancellations or no-shows.

A class that requires a technician to set-up and take-down equipment will be charged $30. A technician to operate equipment during will be charged an additional rate of $30/hour.

Graduate courses within the UCLA College of Letters & Science follow the same policies as for undergraduate courses; the department is not charged for equipment.

Professional Schools

Graduate courses in professional schools are billed for equipment and labor. See below for Charged Services. The professional schools are as follows:

  • Anderson School of Management
  • School of the Arts and Architecture
  • School of Dentistry
  • Graduate School of Education and Information Studies
  • Henry Samueli School of Engineering and Applied Science
  • School of Law
  • School of Medicine
  • School of Nursing
  • School of Public Health
  • School of Public Policy and Social Research
  • School of Theater, Film and Television

Graduate courses within non-professional schools and departments follow the same policies as for undergraduate courses; the department is not charged for equipment.

Charged Services

Requests for AVS equipment or services for other than classroom instruction as described above are not subsidized. This includes meetings, conferences, Summer Session and Extension courses.

Clients have up until the workday prior to the scheduled event to cancel services without a charge. Any client who cancels afterwards will be charged for all scheduled labor and equipment.

  • Equipment is billed on a 24-hour basis.
  • The weekly (4-7 days) rate for equipment rental is four times the daily rate.
  • The quarter loan rate applies to equipment checked out or assigned to a room for a quarter. Go to the Rate Card to see individual prices.
  • Equipment not returned on time is billed at the daily rental rate for the late period. If extra labor attempts are required to retrieve the equipment, there will be a charge per attempt or for the total accumulated hours.
  • Over the weekend, will-call equipment may be picked up after 3:00 pm on Friday and returned by 10:00 am on Monday and be charged for only one day.

There is a one-hour minimum labor charge ($30.00/hour) Monday to Thursday, 7:00 am to 6:00 pm and Friday, 7:00 am to 6:00 pm. After 6:00 pm on Friday and during the weekends, there is a three-hour minimum charge.

Labor charges include time for set-up and retrieval of equipment and travel time to and from AVS. Labor is charged for the entire scheduled time, regardless if used or not, or for the actual time, whichever is greater.

Events which do not begin or end at the scheduled time may incur additional hourly labor charges if a technician is delayed, or additional delivery charges if the technician is required to re-deliver or retrieve equipment outside the scheduled time.

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