OUSA affiliated clubs can apply for one or two room bookings per weekly in the Clubs & Socs building that repeat for the full school year.

These are great for things like:

• Weekly committee meetings
• Fortnightly practices or rehearsals
• Regular member meetups
• Club workshops or activities

Peak vs Off-Peak Bookings

Because rooms are in high demand, each club can apply for:

• One peak-time booking
• One off-peak booking

Peak hours are 5pm-8pm on weeknights, when both clubs and the OUSA Recreation Programme are running activities.

How to Apply

Regular bookings can be made through the Clubs & Soc’s Repeating Room Booking Request Form

You can also make one-off room bookings anytime via the Clubs & Soc’s Event Booking Request Form

Many University teaching rooms and lecture theatres can also be booked for OUSA Affiliated Club use.

These can be useful for:

• Guest speakers
• Panels or seminars
• Large club meetings
• Workshops or training sessions

Bookings are managed through the University’s Timetables Office. To make a request, please fill in the External Booking Request form.

Keep in mind that teaching and academic activities take priority, so availability can vary depending on the time of year.

Clubs can also host events on University lawns, courtyards, and other outdoor spaces.

Because these areas are part of the University campus, you’ll need to submit a Use of Campus Grounds Request

Plan Ahead

Outdoor events often require extra coordination, so it's important to allow enough time for approvals.

The University may need to review:

• Health and safety considerations
• Noise impacts on nearby buildings
• Power access or infrastructure needs
• Other events happening on campus

As a general rule, clubs should aim to submit requests at least 4 weeks before an event. Larger events require even more notice.

Your Club’s Responsibilities

When hosting an event on campus, clubs are responsible for ensuring the event is planned and run safely. This includes:

• Completing risk assessments documents
• Following University and OUSA policies
• Ensuring appropriate supervision
• Managing noise and disruption
• Leaving the space clean and tidy afterwards

If your event involves food, large crowds, marquees, sound, or equipment, additional approvals may be required.

Several bookable spaces are located in the University Union building. These can work well for all sorts of club events!

The Link

Clubs can request space in the Link for promotions or small activities.

Available options include:

• Three tables on the ground floor near the entrances to the Common Room and Auahi Ora
• Two coloured alcoves in the Link, which can be used for club activations or promotions

These spaces work best for things like:

• Club sign-ups
• Promotions
• Small engagement activities

Requests should be submitted well ahead of time, as bookings made within 10 working days of the event may not be approved.

Union Common Room and Union Hall

These bigger spaces can sometimes be booked for club events. They include seating and tables, and can work well for things like:

• Club talks or presentations
• Workshops
• Social events or small performances

A projector and microphones may also be available for use in the Common Room while the Union Hall does not include built-in furniture or AV equipment, so clubs may need to organise their own setup depending on the event.

Bookings are currently arranged through the University Catering team. You can download the full booking conditions and application form for more details.

Auahi Ora

Auahi Ora is a café and shared student space located in the Union building. But after hours it’s available for private student events in the evening and weekends. The venue has full Audio Visual capability and staging. Contact the team directly for more information AuahiOra@otago.ac.nz  

UBar

UBar is another venue option located in the Union building and is well suited for larger club events, gigs, or performances. It can be hired for club events at a flat venue fee of around $450 which covers:

• Security
• Staffing
• Sound technician
• Lighting
• Equipment
• A simple beverage rider for bands (conditions apply)

If your club is charging an entry fee, the club keeps the door revenue.

This fee represents good value for events that require professional sound, lighting, and staffing, and the hire fee may be flexible depending on bar revenue thresholds.

If your club is interested in hosting an event at UBar, it’s best to get in touch early to discuss availability and event requirements. ubar@otago.ac.nz

If your club needs space to train, play sport, or run active events, Unipol can help you access a range of indoor and outdoor facilities around campus and Dunedin. They work with clubs to find suitable spaces depending on the activity, group size, and availability.

Outdoor Spaces

Unipol can help clubs book a range of outdoor fields and green spaces around Dunedin.

Common options include:

• Logan Park
• Opoho Park
• North Ground (Alhambra)
• Kensington Oval and surrounding rugby fields

There is also dedicated club space at Logan Park (near Harbour Terrace) available on specific evenings during the week.

This space is free for clubs to use, but you’ll need to check in with Unipol first so they can organise field lighting and make sure the space is shared fairly.

Indoor Spaces

Unipol can also help clubs access several indoor venues, including:

• Smithels Gymnasium – suitable for most sports
• Teachers College Gymnasium – suitable for most sports (except volleyball)
• Unipol MPA – badminton, pickleball, netball, basketball, futsal, volleyball, bowls and more
• Unipol Blue Gym – typically used for volleyball and basketball
• Unipol Green Gym – commonly used for badminton, table tennis, bowls and similar activities

How to Book

To enquire about availability, contact the Unipol team with some basic details about your activity. natasha.boskovic@otago.ac.nz or liz.campbell@otago.ac.nz

When getting in touch, you must include the following information:

• Dates and times you’re hoping to book
• Expected numbers (including students vs public/staff)
• Whether there will be food, drinks, or a BBQ
• Whether there will be an entry fee
• A brief description of the activity or event

Unipol can help match your club with the most suitable space and advise on availability.

Sometimes the best space for your event might be off campus.

The Dunedin City Council has a Community Facilities Register which lists bookable spaces around the city, including halls and community venues. These can be a great option for larger events or specialised activities.

• Bars, restaurants or function rooms

• Theatres or performance spaces
• Community halls
• Activity providers (for example outdoor activities, or tour operators)

These types of bookings usually involve more coordination than OUSA or campus rooms, so it’s important to plan ahead.

Many venues will require a booking agreement or contract, so committees should make sure they read the terms and cancellation policies before confirming. Make sure your club understands:

• What the venue provides (tables, sound equipment, security, etc.)
• Capacity limits and suitability for your event
• Access times for setup and pack-down
• Whether your club is responsible for cleaning the venue afterwards

It’s also important to check the full cost of the booking, including any deposits, bonds, security fees, or equipment hire.

If your event involves large numbers of attendees, alcohol, ticketing, or higher-risk activities, there may also be additional planning required.

As with any club event, starting early will give you the best chance of securing the venue you want and ensuring everything is organised properly.