EQUIPMENT rental policy
Equipment Service Terms
At times equipment demand can exceed our supply, so orders are generally filled on a first come, first served basis.
Our primary mission is to support regularly scheduled classes. CTS therefore reserves the right to decline requests for service to non-academic events during times of heavy academic support.
CTS staff are trained on CTS equipment only. We can not accept responsibility for set-up, take-down, or operation of non-CTS equipment.
Charges
Unlike our SmartClassrooms (charged hourly), rental equipment is charged at a daily rate. Whether you need the equipment for one hour or ten, our charge is the same. For a list of equipment and rental rates, please see our Rental Rates page.
The minimum labor charge for an event is one hour, Monday–Thursday from 8 a.m. to 11p.m. and Friday, 8 a.m. to 5 p.m. Labor for jobs beginning at 5pm or later on Friday, and on all weekends and holidays, will be billed at a two hour minimum. Our standard labor rate is $9 per hour, with more technical labor at $10.50 per hour.
Service Hours
Requests for equipment delivery, pick-up, or operation before 8 a.m. or after 11 p.m. will be accommodated when possible, but cannot be guaranteed. If accepted, labor charges for jobs occurring before 8 a.m. or after 11 p.m. will be doubled.
Will-calls can be picked up from the CTS office Monday through Friday between 8 a.m. and 5 p.m.
Service Area
CTS can deliver to most rooms or spaces on the main UCI campus, North Campus, and College of Health Sciences. We do not deliver to off-campus locations or the UCI Medical Center.
Due to room or building access, or equipment limitations we are unable to deliver to several locations on campus. Please provide valid contact information on your request form so that we can discuss and resolve these types of issues.
Ordering Equipment
Equipment is available for rent by academic units, administrative units, research units, and registered student groups. We can not rent to individuals or off-campus groups unless they are sponsored and authorized by a campus department.
Departments generally supply a recharge account number, but we also accept billing addresses and student ID numbers of authorized signers for campus clubs and organizations, or ASUCI club accounts (with verification of sufficient funds).
All orders must be made on our equipment rental request form. The form must include valid billing and contact information, and be signed by someone authorized to spend funds for your unit/group. Incomplete orders will not be processed.
The completed rental request form must be received by mail or fax at least three full working days* prior to your event. Late requests (received within three working days of the event date) will be accepted for will-calls only unless labor is readily available, and are subject to equipment availability. All late orders are assessed a late fee equal to an extra day’s rental.
Cancellations are accepted at any time, and can be made without charge up to 24 hours before the event start time. CTS charges for all equipment that is cancelled within 24 hours of the event.
*Orders sent in after normal business hours (8 a.m. to 5 p.m.) are not considered “received” until the following business day.
Delivery/Receipt of Equipment
Equipment can be ordered for delivery and pick-up (DP) from a campus location; operation, including delivery and pick-up (OP); or will-call (WC), where equipment is picked up from and returned to the CTS main office.
Standard equipment delivery occurs 10 minutes prior to the requested time (when possible). Please note delivery time on the request form if different from event start/end times.
A representative from your class or event must accept and take responsibility for the equipment at the delivery time and location specified on the request form; otherwise, our equipment will be removed after a 30 minute wait, and the rental fee will not be waived or refunded.
CTS will not deliver duplicate equipment to a SmartClassroom or SmartTrailer, ecxept in the case of malfunction of installed equipment.
Equipment must be returned to CTS in the condition in which it was received, else the user will be charged for the cost of restoring it to normal operating condition.
Special Event Services
We require at least one week's notice on special events requiring more detailed planning, equipment set-up, or other operational considerations. For these events, labor will be billed at a 4-hour minimum.
If a special event cannot be accommodated, we can provide event planners with a list of external vendors to work with directly. If an external vendor is used, CTS is not responsible for the set-up, operation, or take-down of vendor equipment.
