UM Shalala: event rooms, projection, sound and networking

Choose the division and plan before screen and attendance

Community Costs and Capacities distinguishes Grand Ballroom Combined, Center, East, West and combinations with Center. Maximum capacity must be reduced for stages, dance floors, buffets, control and other setup elements. Request a plan with screen, supports, audience, exits and accessibility; do not add division capacities to obtain combined-room capacity.

The linked table has 2022 in its path and January 2023 metadata; it establishes neither availability nor current prices. These figures are layout references. Classroom capacity also depends on available tables. Lakeview Lounge and Lakeview Terrace have separate rows: they are not free space for extending staging or storage.

Prepare the computer, adapter and each destination

SCC lists projectors, sound, presentation remotes and HDMI, VGA and stereo AUX cables. Portable LCD displays and AV walk-throughs require reservation requests. Laptops, computers, tablets and video adapters are not supplied. Confirm the input assigned to your division and bring the device’s adapter, such as USB-C to HDMI when appropriate.

Room descriptions mention LCD monitors or laser projectors; that identifies no model, resolution, lens, connection or room patch. It also establishes no show-laser availability. Ask SCC for those details before prescribing menus, projection distances or output formats.

With the operator, check one source and destination at a time before audience entry. Record the previous route, change one variable and observe adjacent divisions too. Restore the accepted patch if another room receives the signal or a destination disappears.

Separate an audio source from an amplifier or speaker

User-Provided Amplifiers rules prohibit connecting amplifiers or speakers to SCC amps or speakers. Source equipment such as DJ mixers is allowed, with the user responsible for damage. That allows no arbitrary port, level or wiring: agree an accepted source input and who may connect it with the operator.

Give SCC the DJ or band output list and monitor requirements. If no accepted interconnection exists between the outside and installed systems, prepare an independent alternative for review of sound, power, position and capacity. Do not solve low level by adding an amplifier to the house system.

AV technician support depends on the event and availability and may be charged hourly. Agree load-in, rehearsal, show and load-out coverage: having a projector or cable does not mean an operator is assigned for the whole event.

Resolve networking and streaming before bringing infrastructure

Campus wireless access is listed as a service; networking equipment, including routers and switches, requires prior UMIT approval. Declare it before setup. Do not connect a router to solve coverage or redistribute internet without that approval.

For streaming, request assigned service, authentication, wired access if applicable, required upload, restrictions and support. Wi-Fi availability specifies no bitrate, dedicated network or access for every device. Using accepted access, check a feed to its final receiver and its return during an agreed window.

If it fails, distinguish access/authentication, network link and audio/video reception without changing campus infrastructure. Preserve the approved configuration and prepare local content or recording as an alternative only when included in the program and authorized.

Separate prohibited effects from structural review

Community Organizations conditions prohibit candles, incense and other open flames in SCC; they also include water- or smoke-based particles such as fog machines. Prepare a design without that fog. A municipal effects form grants no venue exception.

Coral Gables publishes a Special Effects procedure including lasers, strobes and smoke/fog machines, requiring at least 30 days’ notice. Confirm applicability and revision with the responsible campus teams and authority. Do not present it as SCC acceptance, an issued permit or authorization to change detection.

For LED, truss or signs, request SCC review of weights, reactions, fixings, routes and power. These references publish no Grand Ballroom points, WLL, trim heights or floor capacities. Do not use partitions, ceilings or luminaires as anchors. Supported setups also require stability, ballast and surface-protection review.

Close reservation, access, insurance and recording separately

Community requests produce a tentative reservation, not guaranteed space. New vendors require a COI and a walk-through with SCC staff. Confirm freight access and elevator, complete case dimensions and weight including wheels, hours and restoration. Audience parking and the mailing address certify no load-in route.

Risk Management requires coverage according to scope. It publishes general liability of USD 1,000,000 per occurrence and USD 2,000,000 aggregate, University of Miami as certificate holder and additional insured for that coverage, and COI submission at least 2 weeks before executing a contract or purchase order. Confirm applicable endorsements and additional coverage; do not transfer a registered-caterer exception to an AV vendor.

Professional recording requires prior approval: community organizations need SCC Reservations and University of Miami Department of Communications; University departments need SCC Reservations and Student Affairs Communications and Marketing. Submit cameras, footprint, sound and circulation. Room approval authorizes neither recording nor logo use.

Separate room, specialized AV, UMIT, security, staffing and extended-hours costs. Request current quotes and terms before closing scope. If the setup changes, identify the affected revision and obtain confirmation before carrying it out; restoration includes equipment removal, cleaning and damage repair.

Prepare signage separately from stage video

Student Affairs signage requires 1920 × 1080-pixel landscape images, JPG or PNG, RGB color. Allow up to 2 business days for review; space is limited and not guaranteed. Confirm event eligibility and screen locations before preparing artwork.

Export a readable image and check size, orientation and borders before delivering it through the agreed process. That specification is for digital signage: it defines neither projector or LED resolution nor the Grand Ballroom playback file. Keep an identified revision to correct or remove artwork if information changes.