Frequently Asked Questions in the Equipment Room
Welcome to the Equipment (EQ) Room. To help you get started at MetroEast we’ve put together some of our most frequently asked questions. This is not a definitive guide, but we hope it will answer most of your questions.What are all these rules for?
Our aim is to provide MetroEast resources to as many community producers as possible. We want everyone in the community to have fair and equitable access to these resources. You can help by managing your production time effectively. Please handle all equipment with as much care as possible.
When is the EQ Room open?
You can visit or call the EQ Room to check out equipment and make reservations during these hours:
Monday 2PM – 10PM
Tuesday CLOSED
Wednesday CLOSED
Thursday 2PM – 10PM
Friday 2PM – 10PM
Saturday 11AM – 9PM
Sunday 11AM – 9PM
Do I have to pay the producer fee?
If you want to make a program using MetroEast facilities and equipment, you need to pay the producer fee of $50 per year. Alternatively, there is a payment plan or you can volunteer your services to MetroEast for a fee waiver. For more details, contact the Director of Volunteer Services at (503) 667-8848 ext. 326.
You may use MetroEast facilities and equipment without paying the producer fee in these cases:
• If you complete the studio classes you can work crew on any studio shoot because you are studio certified.
• If you complete the editing classes you can edit for another producer, but you can’t make your own edit suite reservations; a paid up producer must make the reservation for you, and must be on the premises the entire time you are editing. You would only be able to edit that producer’s material.
How long do equipment check-out and check-in take?
• You’ll need 15 minutes for equipment check-out, or more if you are checking out a lot of equipment at once. Check-out is also an opportunity for you to ask questions and check over the equipment.
• Allow 30 minutes when checking equipment in. When checking a camera in we’ll give you a tape and ask you to record for 30 seconds. If you experienced any equipment difficulties in the field, this is the time to let the EQ staff know. We will look over every piece of equipment for damage as it’s checked in.
How long can I check out a camera?
You can have a total of 72 hours at any given time. There are options for how you use this time:
• Option 1: A 72-hour block
• Option 2: A 48-hour block and a 24 hour block
• Option 3: Three 24-hour blocks.
If you choose options 2 or 3, as soon as you’ve used one block of either 48 or 24 hours, you can make a new reservation of the same duration. If you make a reservation for a Monday it will always be a 72-hour reservation, as we are closed Tuesdays and Wednesdays.
What if my shoot requires two cameras?
We’ll do our best to work with you. If it’s a one-time event or program, and a camera is available, we can make an exception. However, you will need to get another producer to call and reserve the additional camera. If you need three cameras it is unlikely that we will be able to meet your request.
If you plan on using more than one camera on a regular basis you’ll be encouraged to take the Micro-mobile class, which teaches you to use an equipment package with a three-camera set-up. Talk to EQ Staff for more details.
Can I borrow videotapes for my production?
You can borrow up to 8 DVCAM tapes at a time to use for your production. When you no longer need a tape, please return it to the EQ Room so it can be made available for others to use. Tapes are loaned for 90 days, after which time they may be recycled without notice. If you wish to keep footage for a longer time, MetroEast also has tapes for sale.
Where can I save my footage?
MetroEast provides firewire drives for volunteer use at no cost. You will be asked to sign a user agreement for your drive, and we ask that you read it carefully. You should use the drive at least once every 30 days or it may be erased without prior warning. All drives must remain at MetroEast. You may wish to purchase your own firewire drive in order to work outside the MetroEast facility, or to avoid erasure.
How do studio reservations work?
• Studio sessions are available on weekends during these times from 11 am to 4 pm and 4 pm to 9 pm. During the week you can reserve the studio in 30-minute increments for up to five hours.
• A producer can have up to three studio reservations at one time. If you are a series producer, talk with staff in the EQ Room or Playback about scheduling the studio on a regular basis.
How do edit suite reservations work?
The edit suites are open during these hours:
Monday 9 AM – 10PM
Tuesday CLOSED
Wednesday CLOSED
Thursday 9 AM – 10PM
Friday 9 AM – 10PM
Saturday 11AM – 9PM
Sunday 11AM – 9PM
You may reserve edit suites for up to five hours a day, and up to 10 hours a week. After you use your 10 hours of reserved editing time, you can make further reservations for the following week, or you can visit MetroEast to see if an edit suite is available for a walk-in appointment. You can call in advance to see if there is availability, but we can’t guarantee that an edit suite will be available when you arrive. If a suite is available, you will be guaranteed 60 minutes of editing time, or more if space is available. If a reservation or another walk-in appointment occur, you will have 30 minutes to wrap up your work.
Can I copy or convert tapes and DVDs?
You can do this at our dub station, up to five hours per day, and up to 10 hours per week. Call the EQ Room to make a reservation.
What if I need to cancel a reservation?
Please note: Following our cancellation policies will help EQ staff make these resources available to other volunteers.
• Please make any cancellations for field production equipment, Micro-mobile equipment and the studios at least 72 hours in advance.
• Edit suite reservations must be cancelled at least 24 hours in advance.
• If you need to cancel a dub station reservation, please contact the EQ staff as soon as possible. The dub station is in high demand, and any advance notice of cancellation enables others to use this valuable resource.
• If you need to make a cancellation and we are closed, please call the Equipment Room and leave a message with your name, date and time of your call, and the type of reservation you wish to cancel. Cancellations are only accepted at this MetroEast phone extension. If you wish to reschedule, please speak to EQ Room staff during regular EQ Room hours.
What if I'm going to be late for an appointment?
You have a 30-minute grace period before we have to give you a discrepancy. If you expect to be more than 30 minutes late, call the EQ Room, and we’ll let you know how things stand. In some instances tardiness might not disrupt the schedule. But in many cases it will delay someone else’s service, and you may lose your reservation.
If you are a studio producer, please plan to arrive with or before your crew members for studio reservations. Work cannot begin in the studio until a producer has signed the Studio Request form for the equipment.
Can someone else make a reservation, pick up or return equipment for me?
No. The person using the equipment or resources must make all reservations and is responsible for pick-up and drop-off of equipment.
How do I find crew for my show?
First, contact the Director of Volunteer Services at 503-667-8848 ext. 326, about the Volunteer Directory and volunteering on staff productions.
Other ways to find crew:
• Post a Help Wanted or Help Available card for our bulletin board.
• If you see a show you like, offer to help on the show.
• Trade services with other volunteers.
• Call the people who were in your workshops-- they may be in the same boat.
• Get your friends to take workshops and help with your show.
When you find crew members, providing food at shoots and showing appreciation helps keep them on board.
How can I get more experience?
• For studio productions, the best way is to volunteer on staff productions or volunteer on other community producers’ shows.
• For field productions start with a small project (less than five minutes when edited) and then work your way into longer projects.
What happens if I...
• Cancel without appropriate notice?
• Show up late for a reservation?
• Pick up or return equipment late?
• Damage or misuse equipment?
• Don’t show up for an appointment?
These actions are in violation of MetroEast policy and will generate a discrepancy.
How do discrepancies work?
When you violate a MetroEast policy, the EQ staff will talk with you about it, and a discrepancy will go on your record. If you receive three discrepancies in 13 weeks or five discrepancies in 12 months, you will receive a warning letter. Continual violation of policies will lead to restriction of the use of MetroEast equipment and facilities, followed by a 12-month probation. In some rare cases, restrictions can go into effect immediately.
Can I challenge a workshop?
No. While some producers have previous experience using video equipment, our workshops also include important information about procedures and policy specific to MetroEast. We've made the classes as short as possible to respect your busy schedule and still ensure consistency in our training.
What if I need extra help with my production?
You can ask EQ Room staff for assistance. We’ll do our best to answer your questions or put you in touch with a staff member who can. During busy periods editing assistance may be limited. If you have trouble in the field and the EQ room is open we’ll do our best to troubleshoot over the phone.
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