Event Support

Educational Technologies supports events of all sizes from meetings and interviews to graduation commencement ceremonies.

• All audiovisual requests will be submitted to the SOUTH TEXAS COLLEGE Educational Technologies department at a minimum of two calendar weeks prior to event date.
• For events out side of the college requests will be submitted one month prior to event date.

• Special Events

  Educational Technologies can assist with set up and breakdown of equipment for a Special Event, as well as providing staff for running the technical side of any event.

• Event Recording

  Educational Technologies can assist with setting up recording equipment and providing a copy of the recording to the requester.

• Streaming / Video Conferencing

  Educational Technologies can assist with advising on an ideal space for any video conference event, as well as setup and breakdown equipment once the event is over.

  NOTE: We are unable to support streaming of student club activities.

• Event Equipment Request Procedures

  Only submit a request for equipment once all forms and permissions have been addressed with Facilities, Operations and Maintenance for your event. When requesting equipment, please see the following:

  • South Texas College Educational Technologies department will make contact with the requestor to finalize request. Submission of equipment request does not automatically guarantee Educational Technologies can fulfill request at scheduled date and time.
  • All requests for audiovisual equipment and support should be as detailed as possible and contain information regarding the event name, including the requesting department/organization; contact name, telephone number, and email address; date, and duration of event; and equipment and support requested.

Accessibility Accommodations

South Texas College is committed to ensuring that digital content is accessible – meaning that everyone has equivalent access to the content regardless of ability. When planning an event at South Texas College, plan on including an accommodations statement within any marketing materials provided for the event. Accommodation statements help potential attendees reach you and inform you of the accommodations they will need to attend your event.

Please contact adahelp@southtexascollege.edu with questions or concerns, and see below for additional information:

• Planning

  Proper planning will prevent surprises and assist you with responding to any accommodation request. Allowing participants to let you know in a timely manner any accommodations they might need is always the best practice. Including an accommodation statement in all your communications will help your event to be inclusive and be available to everyone.

  Example of accommodation statement:

  “Accommodation requests related to a disability should be made to [Event Coordinator] at [include phone and email information] at least two weeks prior to the event date.”

• Budget

  When planning for an upcoming event or meeting you should set aside funds for any accommodation that might be requested. You might need funding for sign language interpreters, live captions, or have printed material made in an alternative format. Please reach out to adahelp@southtexacollege.edu to assist you with anticipating cost and identifying resources.

• Presentations

  The event coordinator should work closely with invited speakers to ensure that all presented material is accessible to persons with disabilities. Depending on the specific accommodations request below are some considerations that might be required.

  • Request from presenters the presentation material well in advance in order to create alternative formats.
  • Provide copies of materials to interpreters and CART captioner
  • Videos that will be presented must be captioned in advance
  • Check with the presenters if they themselves require any accommodations.