Knowledge Base
Audio Visual Booking Request Notes
CAVS require A MINIMUM OF 48 HOURS NOTICE of any AV requirement - requests made after this period of notice cannot be guaranteed and will be treated according to the availability of technical staff and equipment. AV equipment is provided on a first come, first served basis.
Equipment is provided for lecture theatres and meeting rooms HELD and/or BOOKED centrally by Central Examinations, Timetabling and Technical Services (CETTS). Any requirement for AV equipment and/or support in faculty owned spaces (not booked via CETTS) is the responsibility of the AV team in the faculty concerned. You may wish to check Lecture Theatres/Meetings Rooms are supported by CAVS.
Fill in the Audio Visual Booking Request Form as extensively as possible. Missing details will only delay the processing of your request.
Fill in a separate Audio Visual Booking Request Form for each different location and/or date. Submitting a single form for multiple locations/dates will only delay your request.
If equipment has been requested at a specific time during normal working hours and the room is found to be vacant when the equipment is delivered, CAVS will be unable to leave high value mobile equipment unattended (e.g. laptops, data projectors etc). Please only book equipment if you know that the room will have a member of staff there to receive it (CAVS will give 10 minutes leeway, but, if a member of staff is still not present after this period, the equipment WILL BE REMOVED and your booking placed on hold until a member of CAVS staff becomes available).
Additionally, if you vacate a room prior to the ‘Retrieve before’ or 'End time' indicated on your booking sheet and the provided equipment is of the mobile variety (i.e. not permanently fixed in the room), please inform the CAVS team immediately as the security of the equipment could be at risk. Any loss of or damage to equipment, due to a failure in informing CAVS, will be re-charged to the department/faculty concerned.
Contact details for the CAVS team.
Arrangements for the safety and security of any equipment only out of normal working hours requests (i.e. Monday-Thursday 8.30am-5.00pm and Friday 8.30am-4.30pm) is the responsibility of the person/department/faculty initiating the request. Any loss of or damage to equipment, will be re-charged to the department/faculty concerned.
If for any reason equipment booked via CAVS is no longer required, please inform us immediately so that we can make space for other bookings.
Special events and conferences must be planned well in advance. When making arrangements for special events, conferences, visiting/guest lecturers etc., please ensure that the exact nature of any AV requirements are ascertained at the outset and communicated to the CAVS team as soon as possible. CAVS cannot be held responsible for last minute changes or poor forward planning.
Technical support requests for special events and conferences that fall out of normal working hours (i.e. Monday-Thursday 8.30am-5.00pm and Friday 8.30am-4.30pm) must be made with a MINIMUM OF 14 DAYS NOTICE. Any out of hours support is re-chargeable to the department/faculty initiating the request and a cross-charge code will be required. Out of hours technical support for conferences not booked via the University’s Conference Office is the responsibility of the faculty/department concerned.
Please email us at CentralAVBookings@uwe.ac.uk when you encounter malfunctioning or damaged equipment. Please indicate the building, room number, equipment type and exact nature of the fault (precise information will assist the team in rectifying the fault). CAVS will attend to any fault communicated to us as soon as possible.
Audio Visual equipment must be kept in good condition and where appropriate returned complete (i.e. with all accessories). Any faults, loss or damage to the equipment must be reported to the CAVS team immediately.
