How to Book a Room: A Step-by-Step Guide

Booking Your Space

1. Scroll down to find our online booking form at the bottom of this page.
2. Before you proceed, make sure to review our room booking guidelines, which are periodically updated.

Understanding the Process

1. Background

Demand for our Centre's facilities is high, and we prioritize access based on membership contributions. Here's how it works:

• Members of OUSA hold priority access, including OUSA operations, University of Otago Students, and Affiliated Clubs and Societies.
• Secondary priority is extended to current Otago Polytechnic Students, subject to a service agreement with OPSA.
• While we encourage community access, it must not hinder availability for our core members or compete with our offerings. Decisions are at OUSA's discretion.

2. Booking Guidelines

• Priority access is granted to OUSA operations, current University of Otago Students, and Affiliated Clubs and Societies.

• Otago University/Polytechnic students and staff* can enjoy free off-peak bookings upon presentation of a valid ID. These bookings are for personal use or affiliated club operations.

• Each person is entitled to one booking per day, for up to 2 hours, and reservations can be made up to two weeks in advance. Specific conditions may apply to certain spaces.

• *Please note that personal staff booking requests are considered by OUSA staff, considering our 4000+ university staff.

• Regular bookings are allocated for OUSA-affiliated Clubs and Societies, as well as our Recreation Programme.

3. Commercial Room Hire

• We also accommodate "commercial" bookings, including University departments, Non-profits, and individuals using our facilities for non-personal purposes.
• These requests are evaluated on a case-by-case basis by our Clubs and Societies Centre Management (please email our Reception and Centre Services Coordinator)
• To ensure a harmonious environment, we cannot accommodate:
  1. Requests that displace student access.
  2. Groups or individuals whose values do not align with OUSA's constitution.
  3. Activities that compete with our offerings.
  4. Excessively noisy activities, such as band practice.

4. Charges and Terms

• Commercial room hire incurs charges, ranging from $25 to $75 per hour, based on room size.
• Charges must be paid in advance.
• Furnishings, amenities, and support are available, but limited.
• It's recommended to visit our facilities in advance to assess compatibility with your needs.
• General terms of use and additional terms apply, including the right to cancel bookings.

Got Questions?

For inquiries or to kick-start your room booking, please reach out to our centre management. We're here to help you make the most of our facilities!

clubsandsocs@ousa.org.nz

If you're an affiliated club or society, there may be additional venues on campus you can use. For more information on alternative campus, venues click here.

If you would like to book the Main Common Room (MCR) or Union Hall you'll need to fill out this application form and send it through to the University Union.

For kitchen bookings please email our Reception and Centre Services Coordinator.