Equipment loan & rental
Audio-visual and computer equipment for loan or rental is an on-campus service available to the University community and external clients. It includes fixed equipment in University spaces, portal equipment, wireless network access, and technical support available from the Service Centre locations.
Equipment is for on-campus use only.
Recognized student groups:
Students who are part of (and for use within) University recognized clubs, associations, or student groups as determined by the Dean of Students Office.
Internal clients:
Department faculty and staff from both academic and administrative units.
Preferred clients:
Clients who are members of the Alumni Association, retired staff and faculty, non-profit organizations sponsored by either internal users or student groups.
External clients:
Clients from groups, organizations, or associations not affiliated with Concordia University who wish to use University equipment.
Core:
Events or activities related to academic or administrative/departmental operational requirements. Examples: Academic – courses, research, exams, Centre for Teaching and Learning Services, etc. Meetings – union, departmental, or administrative.
Non-Core:
Events or activities outside the core criteria. Examples: Fundraising, community engagement, major donor events, government events, non-academic events, personal events, social events, and promotional activities.
Rates are determined by client and event classifications.
Client classification |
Core |
Non-Core |
External |
Full rates |
Full rates |
| Internal | No charges Labour is charged at a discounted rate for direct expenses outside of the Service Centre's operating budget. |
Discounted rates
|
Preferred |
Discounted rates |
Discounted rates |
| Student Groups | ||
Recognized clubs, associations, or student groups |
Discounted rates |
Discounted rates |
Student groups co-hosted with an external organization or sponsored event related to campus life |
Discounted rates |
Full rates |
Non-recognized associations |
Full rates |
Full rates |
Kits |
Discounted rate |
Full rate |
Small sound kit - includes 1 speaker, 1 microphone, and stand |
$65 |
$95 |
Large sound kit - includes 2 speakers, up to 4 microphones, and stands |
$110 |
$200 |
Data kit - includes laptop, data projector, and tripod screen |
$100 |
$165 |
Meeting recording kit audio |
$55 |
$75 |
Fixed installations |
||
Audio-visual equipment usage in regular classroom |
$50 |
$100 |
Audio-visual equipment usage in H-937, MB 1.210, SP-S110 |
$100 |
$200 |
Computer labs H-517, CC-213, CC-215 |
$200 |
$400 |
Audio-visual equipment setup for non-standard rooms in Conference Centres - Loyola Jesuit Hall (RF & CC) and MB 9th. |
$60 |
$90 |
Equipment |
||
Laptop |
$25 |
$50 |
Video/data projector |
$50 |
$100 |
Monitor |
$15 |
$30 |
Microphone - wired |
$10 |
$20 |
Microphone - wireless (handheld, lapel, or headset) |
$15 |
$30 |
Speaker PA - large |
$25 |
$50 |
Speaker PA - small |
$20 |
$40 |
Speaker - laptop |
$10 |
$20 |
Document camera |
$25 |
$50 |
Sound mixer |
$25 |
$50 |
Digital audio recorder |
$20 |
$40 |
Tripod (camera) |
$10 |
$20 |
Tripod screen |
$10 |
$20 |
Technician services hourly rates (on-site support minimum 3 hours) |
||
Single technician labour (hourly rate) |
$35 |
$45 |
Dual technician labour (hourly rate) |
$60 |
$80 |
Web conference services |
||
Virtual meeting license (daily) |
$75 |
$150 |
Logitech camera (daily) |
$35 |
$45 |
Wi-Fi |
||
“ConcordiaGuest” Wi-Fi access rates are based on the number of expected participants |
||
10 participants or fewer |
Free |
|
11 to 50 participants |
$ 40 per day |
|
51 to 100 participants |
$100 per day |
|
101 to 500 participants |
$200 per day |
|
More than 500 participants |
Consultation required |
|
How to get it
- For equipment loan & rentals and onsite technical support, including Hospitality do-it-yourself (DIY) events, complete Equipment & on-site support web form. Once submitted, you will receive an email confirmation. The request must be submitted 3 business days prior to the event.
- Hospitality Concordia managed venues are bookable through MyEvents and are assigned an event coordinator. Your Event coordinator will manage the entire booking, including the request for equipment and onsite technical support. Your coordinator's contact information can be found at the bottom of your space confirmation or by calling Hospitality Concordia at 514-848-2424 x.4999.
- To borrow a laptop from the Library, visit the Borrow a laptop service information page.
- To borrow a tablet (iPad) from the Library, visit the Borrow a Tablet (iPad) service information page.
Service availability
1. Equipment loan and rental is flexible depending on the services requested and technician availability.
2. Library laptops and tablets are available for loan during the service hours of the Library Circulation Desk.
Documentation
Due to their unique configuration, conference centres can only be booked by choosing one of the following two options.
Any services beyond the standard classroom environment require an on-site technician for a minimum of 3 hours (option 2). For client classification and rates, consult the cost details section of this page.
Option 1: Self-serve environment (Equipment in the room is available for use. No additional equipment, room configuration modifications ,or technical support is required.) – Internal Only.
- This option is available to active staff, faculty, or student groups.
- Configuration changes to the room and training/orientation is not provided.
- Standard room controls will be made available to the client through the Crestron panel.
- To request support for an urgent issue, contact the MB Service Centre located at MB S2.145 (ext. 5998) during regular Service Centre operating hours. Note: Issues reported to the Service Centre are triaged and priority is given to academic activities.
Option 2: Standard environment – (On-site technician required).
- Single on-site technician for a minimum of 3 hours or for the duration of the event, depending upon the request.
- Technicians arrive 1 hour prior to the event for setup and will remain for an additional 2 hours, unless otherwise requested.
- Events requiring a non-standard technical setup and may require two technicians or more. This will be determined by the Service Centre staff.
- To request support for an urgent issue, contact the MB Service Centre located at MB S2.145 (ext. 5998) during regular Service Centre business hours. Note: Issues reported to the Service Centre are triaged and priority is given to academic activities.
- For client classification, equipment usage rates, and technician rates, review the cost section of this page.
- This option is mandatory for external clients.
Note: Technical assistance and support outside business hours is unavailable, unless a technician was booked at the time of the request.
FAQ
For equipment loan & rental in non-Hospitality Concordia managed venues, submit a request form to the Service Desk.
You are required to provide:
- Valid Concordia University identification (student, faculty, or staff)
- TAs will require prior authorization from professors in addition to valid identification
- Alumni associations require an alumni card
Priority is given to faculty and students for credit courses.
If equipment is available, rentals may be renewed by contacting the Service Desk. Send an email to help@concordia.ca or submit a web form and reference the original loan date and equipment.
Those who fall under the classifications of either Internal or Preferred clients may reserve equipment up to 3 weeks in advance. Maximum borrowing time is 3 days and is subject to availability.
Equipment pick ups and returns are processed during Service Centre hours.
Weekend loans are to be picked up by Friday at 4:00 p.m. and are to be returned by 10:00 a.m. on the next business day.
Yes, equipment rentals are available for on-campus use and are subject to availability.
- Emergency technical support during an event is available within Service Centre operating hours.
- Technicians are available for equipment set-up and strike.
- When requested, a technician is available on-site for the duration of an event. This request is to be made at the time of the original booking. A minimum of 3 hours is charged.
- Assistance and guidance on the usage of equipment at the start of an event is based upon technician availability and may incur charges.
To modify or cancel a booking, notify the Service Desk by email at help@concordia.ca and reference the original date of the booking. To avoid any unnecessary charges, notify the Service Desk 3 business days in advance.
If direct costs for equipment or labor have been incurred, full charges will apply.
For example, there will be charges for any set up, technicians hired, or expenses incurred prior to the cancellation notification. If the technician requested for the event has arrived to work, the minimum 3 hour technician charge will apply.
Equipment reserved for pickup will be held for 90 minutes past the pickup time. Once the 90 minutes have passed, the booking will be automatically cancelled.
Notify the Service Desk immediately by email at help@concordia.ca or submit a web form and reference original date of the rental.
- Charges will apply for lost (or damaged) equipment and late returns.
- Borrowing may be suspended if equipment is not returned on time.
Requests for Wi-Fi should be submitted at the same time as the original equipment booking.
For more information about wireless network access not related to an event, visit the Concordia wireless network page.
