Learning & Event Technology Services (LETS) is here to support and guide the BU community through this challenging time. We understand that COVID-19 has caused unprecedented disruptions to campus events and meetings. We are here to guide you in transitioning the traditional delivery of these activities to a new model. We also understand so much is unknown. If you are planning an event for months in the future, we realize you will need us to be flexible in case the format of your event shifts from fully remote or partially on-campus to a return to the traditional format.

We also are honored to continue assisting with support of classes, please contact us if you need help with remote teaching. **Please note these offerings are subject to change to comply with University and government restrictions.

Please see available packages below then reach out to us at letshelp@bu.edu. A la carte add-ons and labor pricing still apply.

Fully Remote Zoom Meeting/Webinar*: Technology Specialist Support  $200 + Labor

(*Please note that webinars require an additional Zoom webinar license. You can reserve the LETS Zoom webinar license for an additional flat fee. See below.)

This option is the right choice if your meeting or event will be fully remote. This is the remote equivalent of hiring a LETS staff member to be on-site to staff your event.  Our Technology Specialist will create the Zoom meeting and add you as an alternate host and will share the recording with you after the event. This also includes ongoing consultation and a test webinar ahead of time to prepare you and your presenters.

  • You will need to designate a moderator/curator to oversee interactions with your attendees, including Q&A.
  • You should also consider sharing all presenter content with the Technology Specialist in advance in case your presenter(s) have any unavoidable issue sharing their screen or content during the event.
  • The Technology Specialist will connect with you and, if you wish, presenter(s) before the online meeting to test slides and hardware (camera/mic) to ensure everything is functioning properly.

* There is an added flat fee of $200 to use the LETS Zoom webinar license. Zoom webinar licenses are also available for purchase by BU groups for ~$2,400 annually by fiscal year Jul – Jun (pro-rated across that period) and we can guide you through that process. If you have your own Zoom webinar license, this fee does not apply to your event. This surcharge also does not apply to Zoom meetings.

Hollow Room Event (inc. on-campus element) Pre-set Room – Livestream or Zoom Meeting/Webinar*  $250 + Labor

You can host a remote event from on-campus out to a virtual audience in one of our three Preset Production Rooms (CAS-B18, CAS-B20, and HAR-KCR: Kenmore Conference Room). This option offers special pricing since the rooms are preset and limits LETS staff time on-campus.

This option is the right choice if you *must* have an onsite presenter, though you can still have both onsite and remote presenters. If you must have an on-campus presenter/presence, use of these rooms if preferred and will be strongly recommended and you should bring your own laptop. We can discuss the best solution (livestream, Zoom meeting or Zoom webinar*) based on your audience interactivity requirements. Additional microphones and laptops may be requested and will be added at the standard a la carte rate.

Hollow Room  Event (on-campus location of your choice) – Livestream or Zoom Meeting/Webinar*  $500 + Labor

Same as Hollow Room Event as described above except in a location of your choice, which will require equipment set up and breakdown and additional staffing costs.

* There is an added flat fee of $200 to use the LETS Zoom webinar license. Zoom webinar licenses are also available for purchase by BU groups and we can guide you through that process. If you have your own Zoom webinar license, this fee does not apply to your event. This surcharge also does not apply to livestreams or Zoom meetings.

 

We are here to stand with you during these difficult times. Please see available packages below then reach out to us at letshelp@bu.edu.

 

STANDARD PACKAGES – TRADITIONAL ON-CAMPUS FORMAT – REINSTATED AFTER BU RETURNS TO REGULAR ON-CAMPUS OPERATIONS.

Learning & Event Technology Services (LETS) can address all AV/IT needs for your classroom, meeting or event on BU’s Charles River and Fenway Campuses. We offer the BU community several packages that cover most events as well as custom solutions and a la carte offerings. Boston University has invested in the installation of digital projection systems in many spaces, including prestige spaces that draw external clients to our campus. LETS is here to help you plan the technology aspects of your event(s) and to configure, set up/break down and, if you wish, operate the equipment. Engaging our professional services to coordinate and support events also serves to protect the University’s technology investment.

Please contact us for a consultation with any questions, to schedule your event or to obtain a quote for our services. Our price list below serves as a guideline to our rates for your convenience.
Please note that prices and packages are subject to change without notice.
Phone:         617-353-3227
Email:        letshelp@bu.edu

Standard Packages

All package pricing includes basic coordination, configuration, set up/breakdown & troubleshooting. Details of the self-service (installed system), portable or supplemental equipment required is listed below each package type. Please note there is no charge for use of installed equipment across both campuses. Supplemental equipment may be added for an additional fee.

Self-Service Use – Installed Projection & Audio Package                       No charge

We encourage self-service use of installed equipment for events at no charge. This base package includes self-service use of installed video projection and house sound equipment, including the podium microphone and screen already in most rooms, regardless of owner.

If you require support or would like a Technology Specialist to help kick-off your event or remain onsite for the duration, standard hourly labor rates will apply. See our Labor Rates below for more information. Please note, some rooms are not able to accommodate self-service use, contact LETS at 617-353-3227 for more information.


Portable Audio & Projection Package                                    $200

Sometimes the venue you’re reserving does not have installed equipment. We can deliver and set up portable equipment in many venues on both campuses. A quick 10 minute orientation is available by advance request.

Intermediate Audio & Projection Package                            $350

When your event requires advanced audio equipment and/or multiple microphones, this is the package for you. Please note that some technical limitations may exist and our staff will identify these and work with you when planning your event. A quick 10 minute orientation is available by advance request.
Please note there may be an additional a la carte cost for additional microphones and/or a labor fee for events with a high number of microphones because a Technology Specialist may be required to support audio mixing.

Classroom and Event Recording

Sometimes you may want to capture a recording of your class or event for use on a web page or in a learning management system (such as Blackboard Learn). For events up to two hours, the following rates apply.

For longer events, please note that an additional labor charge will apply.
Recording – Installed Lecture Capture Device (Lecture Capture:Echo 360)   No charge
Recording – Rented Equipment (Camera)                             $200
Recording – Portable Equipment (Camera, Lecture Capture, Audio) up to 2 hrs. $200
Recording – Portable Equipment (Camera, Lecture Capture, Audio) 2 hrs.+       $200 + Labor

Advanced Packages

GSU Ballroom Audio & Projection Package                               $450

The GSU Large and Small Ballrooms require added coordination, professional use of large, high performance onsite equipment, and also require sophisticated set up and sound configurations even for a simple event. Our team will work with you to guide you through set up options and common challenges to ensure your event goes smoothly.

Custom Events – Complex Audio & Projection Event          Call for pricing

Some events can’t be covered by a pre-set package. We offer extensive, professional set up and operation of audio/visual systems to support your high end event. This can include large scale events, theatrical and band performances, and weddings. Please note that some technical limitations may exist and our staff will identify these during your consultation. Please contact us for a custom quote.

Livestreaming & Video Conference Services

Event Livestreaming                                        $500 + Labor

Your audience can’t always join you onsite for your event or sometimes your venue can’t hold the crowd interested in attending. We provide livestreaming services, in addition to our audio & projection packages, that allow remote audiences and/or onsite attendees in an overflow space to view your event live or access the recording at a later time. We often collaborate with BU Productions who offer video production services. Please note that livestreaming does not allow your remote audience to interact with onsite attendees. We would be happy to provide you with a consultation for streaming or talk about our webinar offering if you require remote attendee interactivity for your event.

Video Conference Package – Event Venue                 $350 + Labor

This is a hardware-based video conference solution built into just a few locations on the Charles River Campus. If you have a venue in mind without this built-in capability, you may alternatively be interested in our web conferencing services using Zoom or Skype described below. We would be happy to talk with you about your options and the differences between these available solutions.

Video Conference Test Only

Video conference test of client’s proprietary equipment (best effort) – $75 + Labor


Audio & Video Web Conference Packages
using Zoom or Skype

Zoom Webinar Web Conference    $450 + Labor

We are pleased to offer this new service capable of handling remote audiences of 1,000 people or more. Please contact us for a consultation.

Zoom/Skype Audio & Video Web Conference       $350 + Labor

A standard Zoom/Skype Audio & Video Web Conference is capable of offering remote attendee chat and/or voice interactivity for up to 300 online participants. However, chat and/or voice interactivity is just an available option and certainly not a requirement. (For more than 300 attendees with no chat and/or voice interactivity requirement, we will suggest using our streaming service.) Please note that you must provide a Client Moderator/Curator on interactive conferences to actively facilitate the two-way communications between onsite and remote guests. Please contact us to talk more about these options and our available services.

Zoom/Skype Audio Only Web Conference      $250 + Labor

An audio only web conference is a conference call using Zoom or Skype with no video.


Installation & Repair Services

LETS is staffed with highly skilled, certified technicians that can assist with installation, design consultation and repair services. We also offer maintenance and service contracts to proactively monitor and assess your installed technology equipment to prevent issues during your live events and meetings. Please contact us to speak with a member of our team.

Special/Proprietary Equipment Test

Specialty test/guidance of client’s proprietary equipment (best effort) – $75

Repair Services –      $75 per hour + parts

 

A la Carte and Add On

Popular A la carte and add-on items*:


Delivery, pick-up & orientation for a la carte items w/o fee-based package** –  $75
(delivery, pick-up & orientation for a la carte items included when paying for a package)
Please note that we have a limited in-house supply of a la carte items so availability is not guaranteed.

Flat panel display, up to 42” – $100 per unit, per day – delivery required
Flat panel display, up to 63” – $175 per unit, per day – delivery required
Microphone (varied) – $100 per unit, per day
Mixer – $100 per unit, per day
Sennheiser Bluetooth Speakers (Audio Conference $250, per day (requires set up)
PC or Mac laptop rental – $200 per unit, per day (One week advance notice required)
Portable projector – $150 per unit, per day
Powered Speaker – $50 per unit, per day
Switcher – $350 per unit, per day (Only available for select BU groups – BUP, SPS)
Video Camera – $100 per unit, per day
Audio Splitter – complimentary upon request w/ pick up
Camera Tripod – complimentary upon request w/ pick up
Document camera – complimentary upon request w/ pick up
Laptop AV Adapters – complimentary upon request w/ pick up
Microphone Stands – complimentary upon request w/ pick up
Presentation Clicker – complimentary upon request w/ pick up
Portable screen – complimentary upon request w/ pick up
Overhead projector – complimentary upon request w/ pick up
DVD or Blu-Ray player – complimentary upon request w/ pick up (VCRs limited, phasing out)
VGA or HDMI cable – complimentary upon request w/ pick up
VGA Splitter – complimentary upon request w/ pick up

* Complimentary a la carte items loaned out for a period of (1) one day unless otherwise arranged.
**A selection of our a la carte items are available for complimentary use only in Registrar scheduled class meetings by prior arrangement.
Occasionally, equipment must be rented from an outside vendor or purchased– clients will be notified and charged for these fees.

Occasionally, events require the services of an outside vendor – clients will be notified and charged for outside service fees.

Technology Specialist onsite – Standard labor rates apply (see below)

Labor Rates & Options

Technology Specialist On-site, Field Repair* and additional labor rates:

Labor – Regular business hours (1 hr. minimum)        $75 per hour, per Technology Specialist
Labor – OT, Nights & weekends (2 hr. minimum)      $100 per hour, per Technology Specialist

Set up, Delivery & Orientation (inc. in fee-based package) No charge

Set up, Delivery & Orientation (A la Carte)  $75

* Initial equipment diagnosis by a Technology Specialist is charged at the applicable hourly rate, with a one hour minimum. Parts and replacement equipment are extra.

Fees

Rush Fee $100

If you opt to not schedule a Technology Specialist to be on-site for your event ahead of time
and need to call for rush assistance on the day of your event, you may be charged a rush fee in addition to incurring standard technology specialist labor charges.

Late Fee $100

Reservations for service packages, other than the Basic Installed Projection & Audio Package, must be made at least THREE (3) business days in advance. Last minute event requests may incur this late fee in addition to standard charges.