June 2026

OUSA Equipment Hire Terms and Conditions

1. Eligibility

Equipment hire is available exclusively to OUSA-affiliated Clubs and Societies and OUSA departmental use.

Equipment hire is not available to University of Otago or other external university staff.

Students who have an approved room booking within OUSA facilities may request equipment for use within the booked OUSA space only. This provision is strictly limited to in-centre use and does not permit removal of equipment from OUSA premises.

Any exceptions to eligibility or use restrictions must be approved by an OUSA manager on a case-by-case basis.

2. Acceptance of Terms

By booking, collecting, or using any OUSA equipment, the hiring agent confirms they have read, understood, and agree to these Terms and Conditions and accept responsibility on behalf of their group or organisation.

3. Charges, Liability, and Risk

No hire fee or bond is required unless otherwise specified.

The hiring agent assumes full responsibility for the equipment for the duration of the hire period, including (without limitation) loss, theft, damage, or unfitness for use.

The hirer is liable for all reasonable costs associated with repair, replacement, or cleaning of equipment. These costs will be determined by OUSA acting reasonably and at its discretion.

Use of OUSA equipment is at the hirer’s own risk. OUSA accepts no responsibility or liability for any injury, loss, damage, or consequential loss arising from the use or misuse of equipment, except where required by law.

4. Identification

A valid student or staff ID must be presented by the booking agent at the time of equipment collection.

5. Inspection on Collection

The hiring agent must inspect all equipment upon collection and must immediately report any existing damage, defects, or unfitness for use to OUSA staff. Failure to report issues at the time of collection may result in the hirer being deemed responsible for any subsequent damage or issues identified upon return.

6. Care, Use, and Sub-Hiring

The hiring agent is responsible for ensuring equipment is used safely, appropriately, and only for its intended purpose.

Equipment must not be sub-hired, loaned, or transferred to any third party without prior written approval from OUSA.

7. Return Conditions

Equipment must be returned on or before the agreed return time and in the same condition as it was issued, fair wear and tear excepted.

Any inability to return equipment in its original condition must be reported to OUSA as soon as reasonably practicable, including full details of the circumstances.

Equipment must be returned clean, complete, and ready for reuse. Additional cleaning or replacement charges may apply where this requirement is not met.

8. Late Returns

Failure to return equipment on time may result in additional charges and/or restrictions on future hire access.

9. Charges and Recovery

Where charges are incurred under these Terms and Conditions, OUSA will notify the hirer in writing. Payment is required within the timeframe specified on the invoice.

Failure to pay may result in suspension of future booking and/or recovery action.

10. Additional Terms

By confirming a booking, the hirer agrees to comply with these Terms and Conditions as well as any additional OUSA policies or conditions communicated at the time of booking.

OUSA reserves the right to refuse, cancel, or terminate any equipment hire at its discretion where necessary for safety, availability, or policy compliance.

11. General

These Terms and Conditions apply in addition to any other applicable OUSA policies. In the event of inconsistency, OUSA reserves the right to determine which terms apply, having regard to the nature of the issue.

12. Acknowledgement

We aim to provide equipment in good condition and ensure a positive experience for all users. By hiring equipment, you acknowledge your responsibility to care for and return items appropriately and in accordance with these Terms.

Thank you for adhering to these terms. For any queries or concerns, please contact OUSA.