Media Services Division FAQs
Design Services
| Question | Answer |
|---|---|
| What do you produce? |
We design digital and print posters, programs, flyers, brochures, custom documents, and other products for VA Central Office programs, meetings, ceremonies, and events. |
| What is the cost for digital and print services? | There is no cost for digital and print production, within the limitations of our local supplies. Each product has a standard quantity which is displayed on our Design Request form. |
| How long does production take? | We have standard delivery times for each product on our Design Request form. These times are minimums, and will extend depending on project volume, complexity, and customer approval processes. |
| Can you do bulk reproduction of documents and presentation decks? |
Bulk reproduction is done on a fee-for-service basis by the Publications Office. |
| Do you produce marketing materials? |
Most of our marketing materials are digital and paper-based. For other collateral such as table treatments, venue signage, booth displays, and conference giveaways, contact the Publications Office. |
| Can you frame posters and certificates? |
We do not have framing equipment. Contact a local framing shop for those requirements. |
Audiovisual
| Question | Answer |
|---|---|
| How do I request audiovisual support? | Submit a request to this SharePoint site Media Services SharePoint Site under Audiovisual. |
| Can I pick up equipment and set it up myself? | With the exception of projectors, screens, easels and flipcharts, you cannot pickup and setup equipment yourself. |
| Can I pick up audiovisual equipment and take it out of VACO for use? | Yes, for some equipment like projectors, screens, flipcharts and easels. A property pass is required and there is a multiday process to get one so you should anticipate a day or two for your request to be processed. |
| Do you provide audiovisual support outside of VACO? | Yes. However, if you work in a space considered to be a “hoteling” space we are not able to provide support to those facilities. |
| Do you provide audiovisual support to events held in hotels? | Yes, however most hotels charge a fee for connecting our equipment within the hotel and it is often very close in price to the cost of letting the hotel provide the service. |
| Do you provide audiovisual support out of the DC, VA, and MD area? | No. |
| Can I connect a non-VA laptop to the internet in any conference room? | Yes, however if the LAN ports are not active in any room you should contact telecommunications. |
| Do you provide laptops? | No, that is handled by IT and you will need to contact your organization’s IT support team. |
| How far in advance can I reserve equipment? | No more than six weeks in advance. |
| What is the minimum request time for support? | 24 hours. |
| Do you provide support to retirement ceremonies? | No, they are not considered an official event unless the event is officiated by a Deputy Assistant Secretary or above. |
| Do you support Christmas parties? | No. |
| Do you take email or phone reservations? | No, all reservations must be submitted to this SharePoint site Media Services SharePoint Site under Audiovisual.. |
Photography
| Question | Answer |
|---|---|
| How do I request photography support? |
Submit a request through the Photography SharePoint site. |
| How do I schedule a portrait or official photo? |
Visit the Photography SharePoint site and select Official Portraits. Choose three preferred appointment dates and times. You will receive an email confirming your approved appointment. |
| How far in advance must I schedule an official portrait? |
Submit your request at least 24 hours before your preferred appointment time. Same-day appointments are not approved. |
| How will I know whether my appointment is approved? |
You will receive an email confirmation once your appointment is approved. |
| What time zone are appointment times listed in? |
All appointment times are listed in Eastern Time. Appointment times may change; the photography team will notify you directly if an update is needed. |
| How long is an official portrait appointment? |
Please arrive 5 minutes early. Portrait appointments typically take 5–10 minutes. |
| What should I wear for an official portrait? |
Arrive camera-ready in professional business attire. Dark suits and solid colors photograph best. Examples include a dark blue suit with a white shirt and red tie, or a solid-color blouse with a blazer. |
| Which flag should I use for my official portrait? | VA employees and contractors use the U.S. flag. The Secretary and Deputy Secretary use the VA and U.S. flags. Senior Executive Service members use the U.S. and SES flags. Senate-confirmed political appointees, including Assistant Secretaries, Under Secretaries, and the Inspector General, use the U.S. flag. Please Review thses Links: Official Employee Portraits and VHA Employee Portrait SOP |
| When will I receive my official portrait? | Official portraits are generally delivered within 72 hours of the appointment. |
| Do you provide support to retirement ceremonies? | Support is limited to the official awards portion of a retirement ceremony, unless the event is officiated by a Deputy Assistant Secretary or higher. |
| Do you support Christmas parties? | No. Photography support is not provided for Christmas parties. |
| Do you take email or phone reservations? |
No. All requests and reservations must be submitted through the Photography SharePoint site. |
| Do you provide photography support outside the Washington, DC, Virginia, and Maryland area? | No. Photography support is limited to Washington, DC, Virginia, and Maryland. |
| Do you loan out camera equipment? | No. Camera equipment is not available for loan. |
| When will images from my event be ready? | Event images are generally delivered within 72 hours after the event ends. Delivery time may vary based on the number of images and the event’s duration. For multi-day events, processing begins after the final day of the event. |
