The ICT Service is responsible for all Audio/Visual (A/V) related services. These include, amongst others:
- A/V equipment installed in the EUI conference/meeting/seminar rooms, such as conference (presenter's) laptop, projector, screen, audio system, technology related to simultaneous translation, etc.
- Ad hoc, on request on-site technical support during events, including assistance to hybrid/online events as well as dedicated support to advanced room domotics.
- Audio and video recording as well as web-streaming of events
- Headsets, microphones, speakers and webcam for office use (including procurement via non-ICT Service funds)
- Support to all to the above
Please note the
organisation of an event, including the booking and setup of the spaces and/or simultaneous translation boots, as well as catering, remains in the remit of the Real Estate and Facilities Service.
Please note so-called multimedia devices (cameras, teles, roaming microphones, etc.), although procured throught the ICT Service, are under the responsibility of the Communications Service.
All conference/meeting/seminar rooms are equipped *at least* with the following:
- Video projector and screen
- Windows laptop and docking station
On top of the above, most rooms are equipped as well with:
- Audio system (loudspeakers and mixer)
- Microphone(s) (either portable or mounted on the desk(s))
Some rooms are equipped with the innovative Zoom Room hybrid technology (with our without dedicated Neat Board screen) while a few others feature as well advanced room domotics (lighting control, etc.):
You may refer to the Overview of Conference and Seminar Rooms for a detailed outline of A/V equipment available in each room (web page managed by Real Estate and Facilities Service).
Some services (and equipment therefater) are catered for by the ICT Service, while other ones are charged to the cost centre:
In order to guarantee the equipment to be turned on and be ready for an event, the room must be booked and the relevant equipment must be selected in the Events booking application at least 4 days before the event.
When booking a room, it is not enough to define your event as hybrid: if you want to be sure to find the A/V equipment turned on and ready for you, please make sure to select the correct equipment for your event too (laptop, audio system, etc.)!
Furthermore, requests for additional (chargeable) services, besides being booked through
Events, need to be financially settled by contacting
[email protected] accordingly.
To guarantee an efficient service, it is fundamental for booking deadlines to be respected: please refer to the EUI
Events Organisation guidelines (published and maintained by Real Estate and Facilities Service) for further details!
Ad hoc on-site technical support can be provided at a cost, charged to the organiser (with a minimum of 4 hours). Due to its nature, the service can not be provided by the on-site support staff but will be covered by additional, dedicated external technicians.
The technicians are primarily responsible for managing and ensuring the functionality of the devices and equipment within the conference room. This includes tasks such as setting up audiovisual equipment (laptop, screen, projector, microphones, audio mixer, loudspeakers, etc.), testing connectivity, and providing technical support to the aforementioned equipment during the event.
Please Note: while the technicians can assist with the setup and troubleshooting of Teams, Zoom or similar video conferencing software, their responsibility does not extend to the management of the online event invitation, start of the online event nor to the recording or storage of the event footage, which are the sole responsability of the event organiser or their designated staff.
In situations where the recording of an event is of paramount importance, an ad-hoc professional recording service at an additional cost can be provided (see further below).
Furthermore, if you are organising a high profile, hybrid or online only event and need dedicated assistance to the online environment, such as starting of the online session, support to online participants and even co-hosting, please request an additional ad-hoc hybrid assistance service at an additional cost (see further below).
For complex events, the event "flow" (timeline) should be shared by the organiser and ideally rehearsed with the technicians well ahead of the event. The organiser may book a rehearsal session in the designated room accordingly.
Requests for ad hoc technical support need to be filed in due time via the Events Booking Database and financially settled by contacting [email protected] accordingly thereafter.
The presence of a dedicated, A/V support technician is recommended in particular for events happening towards the end or outside of EUI working hours.
Ad hoc on-site technical assistance can be provided at a cost, charged to the organiser (with a minimum of 4 hours). Due to its nature, the service can not be provided by the on-site support staff but will be covered by additional external technicians.
The technicians are primarily responsible for managing and ensuring the functionality of the platfrom used for the hybrid event (Teams, Zoom or similar video conferencing software). IT includes as well tasks such as start of the online event, troubleshooting online participants as well as management of the online event (co-hosting).
Please Note: while the technician assists with the setup and troubleshooting of Teams, Zoom or similar video conferencing software, their responsibility does not extend to the troubleshooting of the room's on-premise AV equipment, the creation of the online event, nor to the recording or storage of the event footage, the latter two being the sole responsability of the event organiser or their designated staff.
The link of the online event should be shared with the technician in due time, as well as assigning co-host rights.
This service can be additionally requested with the specific role of assistant director (change of camera, camera movement/angle, spotlight, etc.). The event flow (timeline) needs to be shared accordingly with the technician in due time.
For high profile events, ad hoc room equipment support should be requestd too (see further above).
Furthermore, in situations where the recording of an event is of paramount importance, an ad hoc professional recording service at an additional cost can be provided (see further below).
For complex events, the event "flow" (timeline) should be shared by the organiser and ideally rehearsed with the technicians well ahead of the event. The organiser may book a rehearsal session in the designated room accordingly.
Requests for ad hoc assistance need to be filed in due time via the Events Booking Database and financially settled by contacting [email protected] accordingly thereafter.
The presence of a dedicated, A/V technician to assist with the event is recommended for events where the organiser cannot manage the online hosting.
Ad hoc on-site technical support to room domotics can be provided at a cost, charged to the organiser (with a minimum of 4 hours). Due to its nature, the service can not be provided by the on-site support staff but will be covered by additional, dedicated external technicians.
The technicians are primarily responsible for managing and ensuring the functionality of the devices, equipment and domotics within the conference room. This includes tasks such as setting up audiovisual equipment (laptop, screen, projector, microphones, audio mixer, loudspeakers, lighting, etc.), testing connectivity, and providing technical support to the aforementioned equipment and domotics during the event.
This service is currently needed when expanding with additional (rented) A/V equipment, the existing A/V setup in Courtroom, Immersive Room, Amphitheatre and Sala Europa.
Please Note: while the technicians can assist with the setup and troubleshooting of Teams, Zoom or similar video conferencing software, their responsibility does not extend to the management of the online event invitation, start of the online event nor to the recording or storage of the event footage, which are the sole responsability of the event organiser or their designated staff.
In situations where the recording of an event is of paramount importance, an ad-hoc professional recording service at an additional cost can be provided (see further below).
Furthermore, if you are organising a high profile, hybrid or online only event an want dedicated assistance to the online environment, such as starting of the session, support to online participants and even co-hosting, please request an additional ad-hoc hybrid assistance service at an additional cost (see further below).
Requests for ad hoc domotics support need to be filed in due time via the Events Booking Database and financially settled by contacting [email protected] accordingly thereafter.
The presence of a dedicated, specialised domotics A/V technician is mandatory for events happening in Courtroom, Immersive Room, Amphitheatre and Sala Europa whenever the integration of additional (hired) A/V equipment is foreseen.
A/V Recording service ensures that all aspects of the event are captured on camera according to your requirements.
Dedicated Audio and/or Video recording (not related to Teams or Zoom recording) entails the on-site presence of one cameraman per videocamera. The output of the service will be a digital file of the recording in Full HD format on removable device (USB pendrive) or DVD/Blu-ray, without mixing and editing (other than logo and titles). This service may be additonal to the previous one.
The Web-streaming service is the live (real-time) broadcasting of events on various web platforms (FaceBook, YouTube, etc.) or Third-party streaming interfaces like Wirecast, Procaster, Adobe, etc. This service may be additonal all previous ones.
Streaming an on-premise event entails coordination among different Units, as follows:
- Streaming an event: A/V technicians (this service)
- Porting the audio/video stream into EUI’s YouTube (or other corporate) channel: Communications Service
- Publishing the stream on EUI’s webpages: relevant Web Editor (of said page, if any) or Web Unit
- Creation of logos and titles for the stream: Design Unit of the Communications Service
Please Note: it is up to the event organiser to liase among all the parties involved.
Both services are chargeable, should be introduced in the Events Booking Database in due time and settled financially by contacting [email protected] accordingly thereafter.
A/V equipment for office use, such as webcam and speakers, are already integrated in the EUI laptops or desktop screens.
A standard headset with microphone, for teleconferencing purpose, is made available on request and for free to all staff of Administrative Units via Procurement Request Form (PRF).
Faculty and staff of Academic Units can purchase A/V equipment beyond the standard in accordance with the EUI Procurement Policy for IT Equipment (with non-ICT Service funds) by filing a Procurement Request Form (PRF).
Support to the all above-mentioned A/V Services is currenlty provided by external company TecnoConference through a dedicated team of on-site A/V technicians (commonly referred to as "tecnico sale").
For technical assistance, please go to User Support menu and check Audio/Visual Support for further details and means of contact.
For quotations related to chargeable services, please contact [email protected].
If you are unsure which equipment suits best your needs, you may contact [email protected].
For additional information or complaints about the services provided, you may contact Mr. Leonardo Viti or Martin Legner via [email protected] or ext. 2284 (+39 055 4685 284).
Page last updated on 25 February 2025