Conferences and Events | Computing | Information Services

Learning Spaces Technology Conference and Events Service

September Event support

Please note that for the first 2 weeks in September, technician support for events will be limited. During this time, the team will be focused on reinstallations following the festival and preparing for the upcoming teaching term. We can accommodate any site visits or fam sessions pre 1st September, if possible. Of course we will continue to honour any emergency call outs during this time.

We provide pre-event consultation, along with limited audio-visual technical support and training, for events and conferences held in the following spaces:

Centrally Supported Teaching Spaces
Designated Event Spaces, which are the McEwan Hall (main auditorium only) and the Playfair Library.
Please note: Our support for McEwan Hall is limited to the main auditorium. The basement foyer rooms, robing room, and reception room are not part of our service inclusions.

Services

Pre-event consultation and bespoke planning advice, this will involve a discussion of your AV technical requirements. Please understand that we will do our best to facilitate your requirements but due to the set up of our teaching spaces, it might not be possible to accommodate additional equipment other than what is already part of the in-room design, and any additional equipment that was pre-arranged and agreed on may incur additional charges. This must be arranged with and quoted for by our Service Desk.
We are able to provide pre-arranged technical support at the beginning of your event.
In-room equipment training prior to a conference or event where an organiser is providing their own support staff or external contractors.
While we DO NOT support filming or streaming (see service exclusions below), we will provide PA and projector feeds for external companies if required - this must be pre-arranged and subject to availability.
Set-up, preparation of in-room AV and/or dismantling of any additional AV equipment organised though LST.
Service Desk for emergency assistance with the in-room equipment.

All services are subject to staff and equipment availability.

Service Exclusions

We do not support:

Recording of events. Please note that in-room recording facilities can only be used if linked via a Learn Course, see Media Hopper Replay for details.
Videoing or camera operation of any event.
Live Streaming.
Software support.
Users own devices, including any provision of adaptors.
Wi-Fi account creation or assistance, for further information please see Wifi access for guests.
Wired network account creation or assistance.
Lighting and stage support.
Hybrid Online & Digital Events please see this page for further information.
Events taking place in Non-Teaching spaces (unless the venue is the Playfair Library or McEwan Hall (main auditorium only), where any service requests will be subject to staff and equipment availability).

Service Hours

Our support is available 08:30 – 17:45 Monday to Friday during term time. 08:30 – 16:30 outside of term time. For current Semester dates, please see here.

Out of hours technical support can be requested and is available subject to staff and equipment availability.

Please note, our technical support is also subject to charge - see below labour costs as a guide, however a quote and confirmation of availability will still need to be provided by the Service Desk.

Request Process

It is important that we establish the details of the technical requirements prior to providing any support. This will have an effect on the duration, cost and quality of your event.

For AV support please email us at learningspacestechnology@ed.ac.uk, for external conferences please contact The University of Edinburgh Hospitality Collection.

We do require bookings in advance as follows:

Weekdays - minimum of 7 days’ notice
Evenings and Weekends - minimum of 1 month notice

Costs

Event & Conference requests are subject to charges as follows:

Core
Academic related
Commercial

Any additional AV equipment required outside of what is permanently installed in the venue(s) will be charged appropriately.

AV Charges

Below are our latest charges for Centrally Supported Teaching Spaces. Events Space (McEwan Hall and Playfair) are subject to individual charged items and will be quoted for upon request.

Half day: up to 4 hours

Full day: over 4 hours

NOTE- Charges in Brackets are the ammended costs, effective 1st January 2026. Anything previously quoted will be honoured.

	Dual Projection	Capacity over 100	Capacity 25-100	Capacity under 25
Core	no charge	no charge	no charge	no charge
Academic Related	Full Day - £320 Half Day - £224 (£192)	Full Day - £240 Half Day - £168 (£144)	Full Day - £160 Half Day - £88 (£96)	Full Day - £80 Half Day - £48
Commercial	Full Day - £400 Half Day - £280 (£240)	Full Day - £300 Half Day - £210 (£180)	Full Day - £200 Half Day - £110 (£120)	Full Day - £100 Half Day - £60

Labour Costs

	Service Hours	Out of Hours
Core	no charge	£30 per hour - minimum 2hrs (£35)
Academic Related	no charge	£30 per hour - minimum 2hrs (£35)
Commercial	£30 per hour - minimum 4hrs (£35)	£30 per hour - minimum 4hrs (£35)

Support

If you encounter any issues during your event and require emergency technical assistance, please ring our Service Desk on 0131 650 4097.

We will endeavour to resolve any issues remotely in the first instance, followed by a technician despatched to you if required subject to availability.

Any non-critical AV faults can be reported to learningspacestechnology@ed.ac.uk

Useful links

Core Event List

The University of Edinburgh Hospitality Collection

Booking a room

Wifi for guests

Media Hopper Replay - Lecture Recording

This article was published on 2024-10-08