Organisation

Location reservations

Student house The Therminal

As a board member of an association you can view the location reservations and create new ones via the button below. DSA manages the periods during which you can reserve the various locations with your association. An overview of these reservation periods can be found on the dashboard of your association.

Overview location reservation

Associations can reserve and use the locations in studenthouse The Therminal for their activities. These are often reserved months in advance, so there's always some activity going on. If a location has already been reserved by another association, you can add it to your wishlist and we'll notify you should it still become available.

Whoever made the reservation is responsible for compliance to the rules regarding location reservations, as established in the request form. Be sure to check the Therminal house rules to know about all the possibilities and rules. Any infringement of those rules can lead to a ban for all future reservation in The Therminal for the remaining academic year.

The student coordinator and secretary can, if need be, assign a different location.

Locations

Ghent University

Student associations can reserve rooms outside of The Therminal from Ghent University through TimeEdit. These reservations need to be made at least 3 weeks in advance. No rental costs are charged for use, except for an extra fee for the housekeeper if the activity ends past 22 o'clock. In case of damages these costs are also charged. The invoice for these charges is sent to the address given on the reservation form.

Equipment reservations

Student house The Therminal

The Student Activities Office has a small stock of equipment that can be loaned out to associations. As a board member of an association, you can see available material here and request reservations.

Student house The Therminal has some multimedia-equipment available that can be borrowed. The devices need to be reserved separately on this page. Caution: the devices need to be collected during the opening hours of the DSA secretary's office and returned the next day before midday, during those opening hours.

Whoever reserved the beverage stockroom is responsible for compliance with the rules as described in the Equipment reservations and Cambio rules (article 1).

Ghent University

The recognised student associations can reserve exposition material (chairs, folding chairs, (reception) tables, table covers, lighting, extension cords. speaking tribunes,...) at the office of expositions of Ghent University. To reserve these items you need to visit us in the Therminal or send an email. Careful! Don't be too late with this reservation as this service is offered to the entire workforce of the university.

External rental services

Rental service City of Ghent

City of Ghent offers a free of charge rental service (Dutch only) for publicly available, non-commercial activities that are held within the city bounds. After registering an account for the association, material can be reserved in their online webshop.

Rental service Oost-Vlaanderen

Province Oost-Vlaanderen has a rental service (Dutch only) where material can be rented for a very low cost. After registering an account for the association material can be reserved in their online webshop.

Beverage stockroom

In The Therminal it is possible to use a beverage stockroom, which offers beverages for recognized associations. The cost of the beverages used will be invoiced to the association. Emtpies will not be billed.

There is a separate beverage stockroom which can be reserved, given motivation, in the location reservation tool.

Whoever reserved the beverage stockroom is responsible for compliance with the rules as described in the Therminal house rules (article 8).

Price lists

Drankenstock

Beverage	Price per item	Price per case	amount per case
Ice Tea	€ 0.900	€21.600	24
Jupiler	€ 0.900	€21.600	24
Bruiswater	€ 0.300	€7.200	24
Plat water	€ 0.300	€7.200	24
Cola-Zero	€ 0.800	€19.200	24
Coca-Cola	€ 0.800	€19.200	24

Cambio

Associations can reserve a chip card with which they can rent a car at Cambio. The card is requested by a board member via the form below or via mail with mention of the following information:

• Association
• Date
• Hours
• Car type
• Location (this can be found here)
• Information of the contact person

Cambio reservation

The type of the car and the location can be a preference, and thus do not need to be an exact location. The exact prices can be found on the Cambio site, in the COMFORT column. The total price is the cost for renting combined with the kilometres. The chip card can be picked up during office hours on the day of the reservation or the day before. The responsibility in case of e.g. incidents lies with the driver. These costs are then automatically calculated and sent by invoice.

Whoever reserved is responsible for compliance with the rules as described in the Equipment reservations and Cambio rules (article 2).

Driver

You can request a Cambio driver by filling in the form below. The DSA-team will make sure that the driver gets registered correctly at Cambio.

Request Cambio driver

Organizing Events

Good preparation leads to a successful event: think in advance not only about date, location and practical organization, but also about framing, publicity and possible financing.

Do you want to organize an activity or event at UGent? Before you get started, there are some things you should think about:

• Target audience. Who is your activity intended for? Who do you want to reach? How will you reach your target audience? And for whom is your activity not intended or less intended?
• Objective. Why are you organizing this activity? What do you want to accomplish with it?
• Format. Is organizing an activity the best way to achieve your goal? Are there other formats or channels you would like to use?

From the moment you know an answer to the above questions, you can get started.

Date and location of your event

Set the date and time of your activity in consultation with those involved. If necessary, take into account what you know about your target audience's schedule and habits.

More information on reserving through TimeEdit can be found on the internal page Reserving Ghent University Infrastructure for activities.

Are you organizing an online activity? Then be sure to check out this link: online presentation (The Floor is Yours)

Practical Organisation

Safety

Regardless of whether you are hosting an indoor or outdoor event, safety is always an important aspect to consider. For larger events, contact noodplanning@ugent.be in advance.

Be sure to check out this link for more safety at events.

Sustainability

Want to organize an event sustainably? These guidelines for sustainable events can get you started.

Catering

Overview options:

• Coffee breaks in a selection of locations: request via TimeEdit
• Sandwiches: ordering through the framework contract sandwiches
• Other catering in Aula and foyers: caterer of your choice, according to arrangements at the venue. Info about sustainable catering

Questions? Contact a booking manager: auditoria@ugent.be

Access

Contact the person in charge of your location regarding practical arrangements:

• Aula: aula@ugent.be
• Other locations: see mail after booking confirmation or contact auditoria@ugent.be

Technology

Technical support is available in a limited number of rooms. Not all rooms are equipped for hybrid activities. Find more info on TimeEdit.

Want wireless internet (wifi)? Request a Ghent University guest account in good time.

Equipment

Need additional materials?

• Borrow tables, chairs, poster panels, extension cords, reception desk, etc. through DGFB's loan service.
• Audiovisual equipment: please refer to DICT's Rental Terms and Conditions for Audiovisual Equipment.

Photographer

Need a photographer? Contact communicatie@ugent.be for contact information photographers.

Insurances

Are your insurances in order?

Security and Permanence

You can contact the Permanency Center 24/7 voor emergencies such as:

• Threat to persons, fire, explosion, bomb threat
• Medical emergency, hazardous materials accident
• Electrical breakdowns, flooding, blocked elevator
• Environmental pollution

Promote your activity

Distribute news or information through Ghent University channels: check www.ugent.be/communicatievraag.

Borrow promotional materials such as beach flags, rollups,.. or the Ghent University bouncy castle!