Audio-Visual Equipment Rental Pricing

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IT Services provides audio-visual (AV) equipment to the campus community to supplement classrooms and related events. To ensure this equipment is maintained / replaced when needed, there is a standard cost-recovery fee noted below. These fees are not applicable to classroom / academic support (e.g., lapel microphone for an instructor or temporary loan of projector due to equipment failure). In addition, equipment fees are not charged for events that are related to regular operating activities, such as Board of Governor meetings, professional development sessions, Faculty / Staff meetings, etc. However, a standard delivery fee may be assessed, as noted below.

Generally, fees are charged for the following types of events:

  • Conference or similar event where there is a registration fee
  • Student group events 
  • Events that are outside of available service hours (noted below), such as recruitment fairs

Please note, fees for clients external to the University are double the charge back rates quoted below. 

Charge Back Rates - Effective Jan / 2020

Equipment Rental Rates:

AV Equipment Rental Fee ($ full / half day) Lost / Damaged
Classroom Console $100 / $50 $5,000
Projector $50 / $25 $2,000
Laptop $40 / $20 $1,000
Projector Screen $20 / $20 $200
Rolling Display (TV Cart) $100 / $100 $1,500
PA System $25 / $25 $450
Microphone $10/ $10 $400
Document Camera $25 / $25 $700
Wireless Microphone $15 / $15 $300
Adaptor   $10
Extension Cord   $75
Cables   $20
Power Bar   $20
Speaker $15 $300
Minimum Rate - Delivery / Setup1 $75  

Labour Rates - Setup / Tear down / Delivery / Event Support:

Support Type2 Rate / Hr3 Available Service Hours4
Standard Delivery $20 Mon-Fri, 8:00 am to 10:00 pm
AV Technician - Support $60 Mon-Fri, 7:30 am to 3:30 pm
Student - Support $20 Mon-Fri, 8:00 am to 10:00 pm


  1. Events that require delivery / setup are assessed a minimum fee to cover staff labour costs. Alternatively, no minimum fee is assessed if equipment is picked up. It is up to the department / person making the reservation to indicate equipment required / costs above the minimum amount.
  2. Based on availability of resources
  3. Overtime rates apply beyond available service hours (x2)
  4. Service Hours based on regular University business hours, i.e., excluding weekends and holidays. We do not support events held off-campus.

Bookings and Questions

To book equipment and, if needed, related AV support, please submit an AV & Classroom Technology service request. Bookings must be made three working days in advance (five is recommended).

For questions related to AV equipment bookings and related AV support, please call 519-253-3000 ext 3051. If we are unable to answer your call, please leave a message and a call-back number. We endeavor to return calls within two hours during regular University business hours.

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Article ID: 94690
Wed 12/18/19 3:20 PM
Tue 5/9/23 10:33 AM

Related Services / Offerings (1)

University classrooms are equipped with audio-visual equipment to assist instructors with the delivery of academic materials. Faculty, staff and students can order equipment for their class or event to fulfill AV requirements for rooms without integrated media systems.