Event Production

AV Service Update for 2027

Supporting World-Class Events Across the Aspen Institute

The Aspen Institute invests in shared audiovisual infrastructure so every program has access to high-quality event production. Through program overhead, the Institute maintains professional AV staff, production equipment, conference room technology, studio facilities, and livestream capabilities that support hundreds of events each year.

This shared investment allows every program to receive a baseline level of AV support at no additional cost while making enhanced production services available through a transparent cost-sharing model.

Your Overhead at Work

Program overhead helps fund the Institute's shared AV infrastructure, including:

Professional AV Staff

  • Dedicated AV producers and technical support

  • Event consultation and production planning

  • Equipment maintenance and lifecycle management

  • Studio operations and production management

1

Technology & Infrastructure

  • AV systems throughout the Washington, DC office

  • Cameras, microphones, presentation systems, and livestream equipment

  • Zoom Webinar administration

  • YouTube livestream and recording infrastructure

  • Ongoing equipment replacement and technology upgrades

2

Included Annual AV Support

Every Aspen Institute program receives the following services as part of the Institute's shared AV infrastructure.

Washington, DC, Office Events

Beginning in 2027, each program will receive up to two production days per calendar year for events hosted in the Washington, DC office.

Production days may be used as:

  • Two full-day events

  • Four half-day events

  • One full-day event and two half-day events

Included services include:

  • Up to two AV producers

  • Standard microphones and presentation support

  • Use of existing AV infrastructure in the Washington, DC office

  • Livestream to the Aspen Institute YouTube channel

  • Recording and posting to YouTube

  • Standard Aspen Institute title cards, lower thirds, and end cards

  • Basic post-production editing

  • Support provided during standard operating hours (8:00 a.m.–6:00 p.m.)

Each program also receives one Basic Webinar per month at no additional cost.

Included:

  • Two AV producers

  • Webinar planning and production

  • Presenter technical checks

  • Management of virtual presentations

  • Standard Aspen Institute branding

  • Standard lower thirds, title card, and end card

  • Recording posted to YouTube

  • Up to three social media clips

Basic Webinars are intended for standard virtual conversations and presentations and do not include enhanced graphics packages, custom branding, or advanced broadcast production.

Basic Webinar

Work With Us

To ensure reliable service across the Institute, Creative Services may engage an external production partner when multiple events occur simultaneously or when internal staff are unavailable. When external production support is required for services included above, the Institute will continue to cover those costs.

Enhanced Production Services

Programs often require production services beyond the Institute's standard offering. These services remain available through Creative Services using a cost-sharing model. Examples include:

Additional Event Support

  • Additional Washington, DC, production days

  • Additional AV producers

  • Support for multiple rooms

  • Before- or after-hours production

  • Off-site event production

Enhanced Broadcast Production

  • Graphics-enhanced webinars

  • Produced simulcasts

  • Hybrid event production

  • Multi-platform livestreaming

  • Custom virtual environments

  • Advanced broadcast graphics

Work with us

Cost Sharing

Beginning in 2027, these enhanced production services will be partially subsidized by the Institute at a rate of 20% with a cap of $5,000 per program. Communications will cover 20% of the cost of all enhanced services until each program reaches $5,000 in a calendar year. Once a program's annual subsidy has been exhausted, additional services are billed according to the published AV Service Menu, which will be available in Fall 2026. It will include detailed descriptions of services, pricing, and estimated production timelines.

Planning Ahead

To help us provide the highest level of service, event requests should be submitted at least 30 days in advance.

Events requested on shorter timelines will require rush fees or external production support.

If an event requires an external production partner due to its scope, complexity, or scheduling requirements, Creative Services will work with the requesting program to determine the most appropriate production approach and any associated costs.