Clubs and Societies

Room Booking Terms and Conditions

Room Booking Terms and Conditions

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.

Terms and Conditions

We want to make sure everyone has an enjoyable experience, so here are some terms and conditions we ask are followed:

  • Free room bookings are available if you are a current University of Otago Student, Otago Polytechnic Student, an OUSA Life Member, or an OUSA Affiliated Club or Society.
  • A room booking is only for personal use and cannot be used for commercial purposes. Commercial bookings are possible for a fee – please ask staff for more information.
  • Your booking is for up to two hours per day, and you are not allowed to make multiple bookings for the same day (even under different names).
  • Please make sure to assess the facilities' suitability in advance of your booking, including internet and AV provisions. Free wifi is available – the password can be found at reception and posted around the building.
  • OUSA reserves the right to cancel or cease any booking at any time (even at short notice or while the booking is in progress). We will try our best to avoid this - however, sometimes situations are outside of our control. It’s always a good idea to have a contingency plan in place just in case.
  • You must check-in at reception within 15 minutes of arrival; otherwise, your booking may be removed.
  • Clubs & Soc’s is a space for everyone. You're expected to respect other patrons and OUSA values.
  • Take care of the room - please ensure no damage occurs, rubbish is disposed of properly and leave the room in the condition you found it in so it’s tidy for the next users. If any damage occurs due to negligence, you will be responsible for covering the cost of repairs or replacement.
  • We can get very busy – so please exit your booking on time.
  • Please report any hazards or incidents to reception immediately.
  • Children under the age of 10 must be supervised by someone 16 years or older.
  • No alcohol, smoking or vaping is allowed on the premises. Anyone who is intoxicated or exhibiting threatening behavior will be asked to leave.
  • Please ensure noise does not disturb other patrons or neighbouring properties, as there is limited soundproofing in the facility.
  • Emergency pathways and exits must be kept clear at all times. In case of a fire or evacuation, you must follow directions from staff and exit immediately.
  • On-site parking is not provided for patrons.

If any Terms and Conditions are breached, OUSA will take an educational approach in the first instance. However, if there are serious or repeated breaches, especially those related to safety, OUSA reserves the right to request that the patron(s) leave and/or restrict access to the facilities.

We hope you have a great time here at Clubs & Soc’s and we appreciate your cooperation in following these terms and conditions. Cheers!

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