OUSA Room Booking Terms and Conditions

Clubs & Socs Centre

1. Access and Priority Use

OUSA facilities prioritise access for:

• OUSA operations

• University of Otago and Polytech students

• OUSA-affiliated Clubs and Societies

Other users, including university departments, non-profits, and individuals, may apply for commercial hire at OUSA’s discretion. Requests are assessed case-by-case to ensure student access is not compromised.

OUSA reserves the right to decline bookings that:

• Displace student access

• Conflict with OUSA values or constitution

• Compete with OUSA services or programmes

• Are unsuitable for the facility (including excessively noisy activities)

2. Booking Conditions

• Bookings are generally limited to 2 hours per day per person/group

• Multiple bookings on the same day (including under different names) are not permitted

• Bookings can be made up to two weeks in advance

• Valid student ID must be presented if requested

• Check-in at reception is required within 15 minutes of arrival, otherwise the booking may be released

• Users must vacate rooms promptly at the end of their booking time

3. Use of Facilities

All users must:

• Use rooms appropriately and respect other patrons

• Leave spaces clean, tidy, and in the condition found

• Dispose of rubbish appropriately

• Report hazards, damage, or incidents immediately to reception

• Keep noise to a reasonable level due to limited soundproofing

• Keep emergency exits and pathways clear at all times

OUSA reserves the right to cancel or stop any booking at any time where required for safety, operational needs, or policy compliance.

4. Room Suitability

Users are responsible for ensuring the room meets their needs prior to booking, including internet and AV requirements. Free Wi-Fi is available (details provided at reception and throughout the building).

5. Equipment Use

Any use of OUSA equipment as part of a room booking is subject to the OUSA Equipment Hire Terms and Conditions. In the event of inconsistency, Equipment Hire Terms take precedence for matters relating to equipment use, care, and return.

6. Commercial Bookings

Commercial bookings (including university departments, organisations, and external users) may incur charges ranging from $25–$75 per hour, depending on room size and requirements. Charges must be paid in advance.

Furnishings and support services are limited and provided where available.

7. Conduct and Safety

The Centre is a shared space. All users are expected to act respectfully and in line with OUSA values.

The following are not permitted:

• Alcohol, smoking, or vaping

• Intoxicated or disruptive behaviour

• Activities that create excessive noise or disturbance

• Animal-related activities (except OUSA-approved programmes such as “Cuddle Fix”) This includes bringing animals into the building or conducting any animal-handling, interaction, or display activities. This policy is in place to ensure the safety and wellbeing of participants and animals, and to maintain appropriate health, hygiene, and operational standards. Students interested in animal interaction are encouraged to participate in OUSA-run Cuddle Fix sessions or approved OUSA student support activities where applicable.

• Unsupervised minors under 16 years of age

8. Damage and Liability

Users are responsible for any damage caused during their booking.

Where damage occurs due to negligence or misuse, users may be charged for repair or replacement costs.

OUSA is not responsible for personal property loss, injury, or damage occurring during use of the facilities, except where required by law.

9. Parking and Access

On-site parking is not available for patrons. The car park is a 24/7 tow-away zone, and any unauthorised parking may result in towing at the vehicle owner’s expense.

10. Enforcement

OUSA adopts an educational approach to minor breaches. However, serious or repeated breaches of these Terms and Conditions may result in removal from the facility and/or restrictions on future bookings.

11. General

By making a booking, users agree to comply with these Terms and Conditions and any additional instructions provided by OUSA staff.

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