Information Services

Conferences and Events

Learning Spaces Technology Conference and Events Service

We offer pre-event consultation and limited Audio Visual / IT Technical support and training for events and conferences being held in two types of space:

  1. Centrally Supported Teaching Spaces
  2. Events Space - McEwan Hall and Playfair Library only

 

Service change effective January 2022

Our costs are increasing from 01 January 2022, please see below for details

Services

  • Pre-event consultation and bespoke planning advice, this will involve a discussion of your AV/IT technical requirements.
  • We are able to provide pre-arranged technical support at the beginning of your event.
  • AV/IT training prior to a conference or event where an organiser is providing their own support staff or external contractors.
  • Set-up, preparation and/or dismantling of AV/IT equipment.
  • Service Desk for emergency assistance.

All services are subject to staff and equipment availability.

Service Exclusions

We do not support:

  • Wi-Fi account creation or assistance, for further information please see Wifi access for guests
  • Wired network account creation or assistance
  • Live Streaming (unless using Media Hopper Replay)
  • Hybrid Online & Digital Events please see this page for further information

Service Hours

Our support is available 08:30 – 17:45 Monday to Friday during term time. 08:30 – 16:30 outside of term time. For current Semester dates, please see here.

Out of hours technical support can be requested and is available subject to staff and equipment availability.

Request Process

It is important that we establish the details of the technical requirements prior to providing any support. This will have an effect on the duration, cost and quality of your event.

For AV/IT support please email us at learningspacestechnology@ed.ac.uk, for external conferences please contact The University of Edinburgh Conference and Events.

We do require bookings in advance as follows:

  • Weekdays - minimum of 7 days’ notice
  • Weekends - minimum of 1 month notice

Costs

Event & Conference requests are subject to charges as follows:

  • Core
  • Academic related
  • Commercial

Any additional AV or IT equipment required outside of what is permanently installed in the venue(s) will be charged appropriately.

AV Charges

Below are our latest charges for Centrally Supported Teaching Spaces.  Events Space (McEwan Hall and Playfair) are subject to individual charged items and will be quoted for upon request.

Half day: up to 4 hours

Full day: over 4 hours

  Dual Projection Capacity over 100 Capacity 25-100 Capacity under 25
Core no charge no charge no charge no charge
Academic Related

Full Day - £320

Half Day - £224

Full Day - £240

Half Day - 168

Full Day - £160

Half Day - £88

Full Day - £80

Half Day -  £48

Commercial

Full Day - £400

Half Day - £280

Full Day - £300

Half Day - £210

Full Day - £200

Half Day - £110

Full Day - £100

Half Day - £60

Labour Costs

  Service Hours Out of Hours
Core no charge £30 per hour - minimum 2hrs
Academic Related no charge £30 per hour - minimum 2hrs
Commercial £30 per hour - minimum 4hrs £30 per hour - minimum 4hrs

Support

If you encounter any issues during your event and require emergency technical assistance, please ring our Service Desk on 0131 650 4097

We will endeavour to resolve any issues remotely in the first instance, followed by a technician despatched to you if required subject to availability.

Any non-critical AV and IT faults can be reported to learningspacestechnology@ed.ac.uk

 

Useful links

Core Event List

The University of Edinburgh Conference and Events 

Booking a room