Equipment Terms & Conditions

Learn about the Clubs & Societies Equipment Policy at KeeleSU, including booking procedures, collection and return guidelines, and policies on late returns and damaged equipment. Ensure smooth and responsible use of Student Union resources.

General 

  • A club/society that would like to book a piece of equipment from the Student Union Booking Hub can do so free of charge, subject to availability.
  • To book a piece of equipment, the club/society must fill out the online booking form located at Booking Hub
  • This form is automatically sent to the SU who will review the application based on availability.
  • A successful application from a club/society will receive a confirmation email from the SU and be invited to collect the equipment at the agreed time.
  • An unsuccessful application will receive an email from the SU detailing that the equipment is unavailable.
  • Only the executive committee of the club/society can collect the equipment. These will be either the President, Secretary, or Treasurer.
  • Equipment can be collected from The Hub on the Ground floor of the Student Union.
  • A student card must be shown by the society member to confirm student status and identification in exchange for equipment. The same person who books the equipment must also be the person who returns it.
  • It is recommended that the executive committee should keep a log of any persons using the equipment other than themselves and must give the okay for non-executive use.
  • All footage recorded on equipment must be removed before it is returned.
  • All equipment must be returned in the condition it was collected. All equipment will be checked after it has been returned and any damage recorded.

Late Returns

  • All clubs/societies start with 3 "lives" per academic term. Should items be returned later than the agreed time, the club/society will lose one "life."
  • Should the club/society lose all three lives, they will not be able to book any equipment out for the remainder of that term.
  • Please be mindful that equipment is there for all students to use; therefore, equipment should always be returned on time and in good working order.

Non-Returns or Damaged Returns

  • Clubs/Societies will be liable for any non-returned items taken on their behalf. The RRP amount of that item will be deducted from the club/society account.
  • If there are not enough funds within that account, all club/society spending will be frozen until the reimbursement of the item has been made.
  • This also applies to damaged items; the cost of replacement parts or repair will be covered by the club/society account.
  • Should the item be taken out by a student, and not on behalf of a club or society, the Finance team at KeeleSU will be contacted with a view to recovering the value of the item as an outstanding debt.