OUSA affiliated clubs can apply for one or two weekly room bookings in the Clubs & Socs building that repeat for the full year. These are great for:

• weekly committee meetings
• fortnightly practices or rehearsals
• regular member meetups
• club workshops or activities

Peak vs off-peak bookings

Rooms are in high demand, so each club can apply for:

How to apply

Many University teaching rooms and lecture theatres can be booked for OUSA affiliated club use. They're useful for:

• guest speakers
• panels or seminars
• large club meetings
• workshops or training sessions

How to book: bookings are managed through the University's Timetables Office. Fill in the External Booking Request form.

Clubs can host events on University lawns, courtyards and other outdoor spaces. Because these are part of the University campus, you'll need to submit a Use of Campus Grounds Request.

What 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

Your club's responsibilities

When hosting an event on campus, your club is responsible for making sure it's planned and run safely:

• Complete your risk assessment documents (see our Health & Safety Planning page)
• Follow University and OUSA policies
• Make sure there's appropriate supervision
• Manage noise and disruption
• Leave the space clean and tidy afterwards

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

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

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

These work best for club sign-ups, promotions and small engagement activities.

These bigger spaces can sometimes be booked for club events, and work well for club talks or presentations, workshops, social events or small performances.

How to book: bookings are currently arranged through the University Union team. Download the full booking conditions and application form for more details.

Auahi Ora is a café and shared student space in the Union building. After hours, it's available for private student events in the evenings and weekends. The venue has full audio-visual capability and staging.

How to book: contact the team directly at AuahiOra@otago.ac.nz.

UBar is in the Union building and suits larger club events, gigs or performances. It can be hired for a flat venue fee, which covers:

• security
• staffing
• a sound technician
• lighting
• equipment
• a simple beverage rider for bands (conditions apply)

If your club charges an entry fee, your club keeps the door revenue. The fee is good value for events needing professional sound, lighting and staffing, and it may be flexible depending on bar revenue thresholds.

How to book: get in touch early to discuss availability and your event's requirements: ubar@otago.ac.nz.

If your club needs space to train, play sport or run active events, Unipol can help you access indoor and outdoor facilities around campus and Dunedin. They'll help match your club with a suitable space based on the activity, group size and availability.

Outdoor spaces

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

Indoor spaces

Email the Unipol team at natasha.boskovic@otago.ac.nz or liz.campbell@otago.ac.nz. You must include:

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

Sometimes the best space for your event is off campus, for example:

• bars, restaurants or function rooms
• theatres or performance spaces
• community halls
• activity providers, e.g. outdoor activities or tour operators

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

Before you sign anything

These bookings usually involve more coordination than campus rooms, and many need a booking agreement or contract. Read the terms and cancellation policy, and make sure your committee understands:

• What the venue provides (tables, sound equipment, security, etc.)
• Capacity limits, and whether it suits your event
• Access times for set-up and pack-down
• Whether your club is responsible for cleaning afterwards
• The full cost, including deposits, bonds, security fees and equipment hire

If your event involves large numbers, alcohol, ticketing or higher-risk activities, extra planning may be needed. Start early!

Affiliated OUSA clubs can borrow equipment for free! Whether you're running an event, hosting a workshop, setting up a BBQ, or just need extra gear, we've got you covered, and it saves your budget too. Here's some of what's available:

See the Equipment Catalogue for full details, then submit an Equipment Request Form.

OUSA has a 9-seater van for hire. It's not free, but it's perfect for transporting gear or going on trips. Make a request online.