Equipment Rental Policy
The Media Resource Center (MRC) is responsible for providing audio visual equipment and services for events and programs at Drew University. The scope of this document will include reservations, prices and fee schedule, coordination, delivery, set up and pick up of equipment and service requests for the Drew community.
Media Resource Center – Hours of Operation
The MRC is open Monday through Friday from 8:00 am to 5:00 pm
The MRC has a full-time staff member on duty to manage equipment setups, breakdowns and support from 8:00 am – 5:00 pm Monday – Friday and from 5:00 pm – 9:00 pm Monday through Thursday during academic semesters. The office is not open for making reservations or other business after 5pm. The MRC is closed whenever University Staff & Administrative offices are closed during vacations/holidays and school/weather closings.
Contact Information
MRC main phone number x3342 [from off campus, (973) 408-3342]
MRC Event Support Line: (973) 665-2100
Monday through Friday 8:00 am – 9:00 pm
Saturday and Sunday 8:00 am – 8:00 pm
Reservations
Customers should reserve equipment by calling the MRC during business hours as far in advance as possible. All requests for weekend reservations have to be confirmed by a full time staff member prior to 12pm Thursday. Orders submitted after 12pm Thursday will be handled on a case by case basis, depending on staff availability and resources.
Any requests made less than one (1) business day in advance will incur a $50 rush fee.
All reservations made by the MRC will be in accordance with our Price List and Fee Schedule.(Link to web page) If your event falls under a chargeable category, the reservation will not be confirmed unless you give a Drew account number or make other arrangements for payment.
Deliveries can only be made on the Drew Campus.
Please note that the MRC is not responsible for ordering or setting up tables, chairs, podiums, stages or additional electrical outlets for any class/meeting/event. Please contact HCH for these services.
The MRC does not loan or rent computers for events. Please contact the Faculty/Staff Lab for a loaner laptop.
Coordination
The MRC will coordinate equipment and staff to ensure proper service for all reservations. If complete information is not given at the time of reservation, an MRC staff member will contact the customer to get full information and an account number, if applicable, before confirmation is final.
In some cases, the MRC may not own all pieces of appropriate equipment, and outside equipment will be rented to support an event. The MRC will identify any need for an outside order, and will discuss the charges to be passed along to our customer in advance of making arrangements.
Equipment and Training
The MRC is responsible for maintaining all equipment and keeping it in proper working order. You can expect that all equipment delivered to an event has been tested and should function as expected. If you would like training on a particular piece of equipment, you can arrange for this at the time of reservation. You can either make an appointment to come by the MRC for training prior to the event, or ask that someone show you how to use the equipment on site before the event start time. Users should become familiar with Media Services equipment, be it rental or in a classroom, well in advance of its intended use.
Delivery and Setup of Equipment
The MRC will deliver reserved A/V equipment to the designated site in enough time to allow for proper setup and testing. All A/V equipment will be set up and tested by an MRC full time staff member or student worker. If training or assistance was requested, this will be done before the event start time as arranged by reservation.
If a rush request has been accepted by the MRC, delivery by event start may not be guaranteed.
Support During Events
MRC Event Support Line – The MRC event support line is (973) 665-2100. This number, which can be reached by cell phone or land line, is active Monday through Friday from 8:00 am – 9:00 pm, and on Saturday and Sunday from 8:00 am – 8:00 pm.
If you would like an MRC student assistant or full-time staff member to stay at your event for support purposes, there is an hourly fee.
Equipment Pick up
The MRC will pick up all equipment at the conclusion of the event. If the event ends earlier than expected, the MRC should be informed by calling the MRC Event Support Line at 973 665-2100. Arrangements can be made either for immediate pick up or for the equipment to be stored in a secure location.
Customer Responsibilities
Department and end user responsibilities include the following:
It is the customer’s responsibility to notify the MRC of their A/V requests as far in advance prior to the class, meeting or event as possible. Depending on the complexity of an event or meeting, it may require equipment not owned by the MRC, it may require further discussion and the possibility of the MRC having to contract an outside provider. Applicable charges on the part of an outside provider will be passed to the customer.
Requests should be made directly with the MRC, except in the case of conferences and events booked by external customers through the HCH office, in which case HCH may act as intermediary.
For those events which fall into a chargeable category, the MRC reserves the right to confirm only the events for sponsors who have given a Drew account number, or other means of payment, to the MRC.
Users should become familiar with Media Services equipment, be it rental or in a classroom, well in advance of its intended use.
Appointments for training can be made through the Media Services Manager or Coordinator. Training is essential to the effective use of equipment. Training is free of charge.
Individual Responsibility for MRC equipment
In order to sign out a piece of MRC equipment, the customer must sign the request sheet and provide contact information, including Drew identification number, phone numbers and email address. This is in effect for academic or personal use of the equipment. Fees may apply to a rental, and the customer will be informed of this at the time of reservation.
Customers who sign out equipment are responsible for the timely return of the equipment, in good working order. Any mechanical problem should be reported to the MRC immediately and under no circumstances should a customer try to repair or have a piece of MRC equipment repaired.
Equipment loaned out to students cannot be taken off campus.
Faculty and Staff can take equipment off campus provided the use has been approved by the MRC.
In the case of insufficient care of equipment leading to damage or theft, the customer who signed the request will be liable for any costs of replacement or repair. If loaned equipment is not returned by the deadline, the MRC may also pursue charging the customer through the billing office or by involving Public Safety.
Conclusion
The MRC works hard to provide the Drew Community with high-quality audio visual equipment and services. Should you have any questions, suggestions or complaints, please let us know. You may contact anyone in the MRC or feel free to contact the Director of ITS, Gamin Bartle, who is responsible for the staff and services of the MRC.