Conference Rooms: AV Replacement

Beginning June 1, 2025, AV in conference rooms and key indoor event spaces may be eligible for centralized funding for AV maintenance and replacement.  Spaces must meet specific rules in order to qualify for funding.

Conference Rooms:

  • Spaces must be easily reservable within STABLE and available for all faculty and staff and/or students.
    • Privately managed spaces or tightly restricted spaces are not eligible.
  • Departments and schools are responsible for funding the initial installation of equipment in a space. Those spaces would then be entered into the inventory, and future upgrades and maintenance would be covered by the technology fund. 
  • Upgrades will be planned and managed according to the expected lifespan of a space, approximately every 7 years for conference rooms.
  • Repairs to conference rooms must be facilitated by OIT.
  • There will be a standardized configuration for spaces with some adjustments based on room size and need. If a customer requires additional components that are not standard, they would be responsible for supplementing the funding for those components.
  • Projects that are initiated outside of OIT for upgrades and maintenance will not be reimbursed.

The fund is designed to cover the AV Technology components only. It is not designed to cover furniture, fixtures and finishes in the space. 

Process:


  • A must be submitted via STABLE for the conference room upgrade
  • The room will then be onboarded into STABLE (if it isn't already part of the system)
    • The room will need to be available to all faculty/staff or faculty/staff and students in order to be covered
  • The AV team will then identify the design specifications and review the plan with the department.  If additional functionality is requested, the bid will be revised and the department will need to provide an account number for the additional costs.
  • The AV team will then schedule and complete the installation

Due to number of AV installations that occur in our classrooms during the summer, the majority of conference room upgrades will be scheduled during the academic year.