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.
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
- FI-number
- 27.06.100.005
- Capacity (standing)
- 360 Persons
- Capacity (seated)
- 150 Persons
- Area
- 250 m²
- Chairs
- 125
- Tables
- 40
- Floor
- ground floor
- Can be reserved
- Yes
- Accessible for wheelchair users
- Yes
Permanently present devices
- Projector with HDMI-connection
- Sound amplification
- Fridge
Information regarding equipment Podium room
The following equipment is not included as standard
- USBC-connection or adaptor
- Microphone
- Pointer
- HDMI extension cord
- Extension cords
General rules equipment
- Only use the buttons mentioned in this explanation
- Avoid pulling out the HDMI cable.
- Be patient; the system requires some time to boot up
Equipment instructions Podium room
General steps equipment
Activatie the following elements:
- Sennheiser, top left
- CP1200: Power, top right
- Black volume display, power button: middle right
Use of projector
Projector is off, OFF = Red
Turning on the projector
-
Next steps are on white Extron display
- Press the ON button
- Wait until the light stops blinking
- Press the top right button
- Press laptop button on the right
-
Next steps are on black Extron display
- HDMI laptop: press input 2
- Connect the HDMI cable
Projector is on, ON = Red
Use of audio connection
Audio only possible through HDMI/projector
- See general steps and use of projector
- Volume icon on laptop = Extron HDMI
White Extron display
- Volume = full
Black volume display
- Power button = on
- Do not press any buttons
Use of microphone
- See general steps
Black volume display
-
Portable microphone: input mic 1 or 2
- Only change volumes here
-
Portable microphone = loopmic
- Only change volumes here
- Make sure the right button is pressed
Use of power distributor
- Connect the main cable to the distributor
- Make sure the main switch faces upwards
- Make sure the required partial switches are facing upwards
Na gebruik
- Switches back off
- Cable out and back
- Put everything in its place
Need help?
- FI-number
- 27.06.120.002B
- Capacity (standing)
- 180 Persons
- Capacity (seated)
- 138 Persons
- Area
- 180 m²
- Chairs
- 80
- Tables
- 77
- Floor
- second floor
- Can be reserved
- Yes
- Accessible for wheelchair users
- Yes
Permanently present devices
- Projector with a VGA & HDMI connector
- Sound amplification
- Fridge
Information regarding equipment Trechter room
The following equipment is not included as standard
- USBC-connection or adaptor
- Microphone
- Pointer
- HDMI extension cord
- Extension cords
General rules equipment
- Only use the buttons mentioned in this explanation
- Avoid pulling out the HDMI cable.
- Be patient; the system requires some time to boot up
Equipment instructions Trechter room
Use of projector
Projector is off, OFF = Red
Turning on the projector
-
Next steps are on white Extron display
- Press the ON button
- Wait until the light stops blinking
- Press the top right button
- Press laptop button on the right
-
Next steps are on black Extron display
- HDMI laptop: press input 2
- Connect the HDMI cable
Projector is on, ON = Red
Need help?
- FI-number
- 27.06.110.005
- Capacity (standing)
- 190 Persons
- Capacity (seated)
- 50 Persons
- Area
- 100 m²
- Chairs
- 55
- Tables
- 40
- Floor
- first floor
- Can be reserved
- Yes
- Accessible for wheelchair users
- Yes
Permanently present devices
- Fridge
- FI-number
- 27.06.110.006
- Capacity (standing)
- 110 Persons
- Capacity (seated)
- 34 Persons
- Area
- 65 m²
- Chairs
- 50
- Tables
- 20
- Floor
- first floor
- Can be reserved
- Yes
- Accessible for wheelchair users
- Yes
Permanently present devices
- TV with HDMI-connection
- Fridge
- FI-number
- 27.06.110.003
- Capacity (standing)
- 40 Persons
- Capacity (seated)
- 20 Persons
- Area
- 20 m²
- Chairs
- 25
- Tables
- 15
- Floor
- first floor
- Can be reserved
- Yes
- Accessible for wheelchair users
- No
Permanently present devices
- TV with VGA- & HDMI-connection
- FI-number
- 27.06.115.002
- Capacity (standing)
- 40 Persons
- Capacity (seated)
- 20 Persons
- Area
- 20 m²
- Chairs
- 25
- Tables
- 15
- Floor
- second floor
- Can be reserved
- Yes
- Accessible for wheelchair users
- No
Permanently present devices
- TV with VGA- & HDMI-connection
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
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.
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!