Everything You Need for a Successful Event
From state of the art equipment to a full-time staff of video and audio professionals, we guide our clients through every step in the AV event workflow.
How We Can Help
ESS supports campus and community events that are not associated with FAS courses. ESS charges for its services and the use of its equipment. For free consultations and technical dry runs, please contact us during regular business hours of Monday – Friday 9:00 AM – 5:00 PM.
Services We Offer
- Basic single camera shoots for seminars, conferences, job talks, and other smaller events
- Multi-camera video productions for symposia, convocations, and other larger events
- Livestreams and webcasts for virtual audiences on Panopto, Youtube, and more.
- Microphone setup and live mixing for panels, fireside chats, and lectures with audience Q&A
- Post-production services include editing, captioning, and graphics
If necessary, the Events team will contact you after they have reviewed your AV needs and schedule a brief consultation via phone, Zoom, or in-person meeting.
How Event Fees Work
We charge event fees to the appropriate department or group. Please note there is a 4-hour minimum labor charge for all weekend events.
Event fees are charged to:
- FAS departments for non-academic functions, academic symposia, conferences, performances, and any events that charge attendees.
- ESS also charges fees for special course meetings that are open to members of multiple courses, or are open to the public, or meet after 5pm or during the weekend;
- Student Groups;
- Individuals and outside organizations;
- Extension & Summer School Classes;
- Other Harvard Schools.
How to Cancel Event Services
We understand that plans can change. Here’s how to cancel or modify event services: weekday events, please give us at least 48 hours notice. Any weekday event services that are canceled or modified with less than two full business days’ notice will be charged for all scheduled labor.
- Weekend events that are canceled or modified after 12:00 PM the Monday preceding the event will be charged for all scheduled labor.
- Canceling events or services without notifying ESS will result in full charges for both the equipment and labor.
How Fees are Collected
Harvard departments should provide a 33-digit billing code when requesting services and will be charged after the work has been completed. Individuals and outside organizations may pay by check payable to “Harvard University”. We are unable to accept credit cards or Crimson Cash.
