Hiring and borrowing goods or equipment

Hiring equipment externally

Step 1

If you are hiring or borrowing any equipment you must firstly make sure that the level of expenditure is approved. This may involve drawing up a budget by completing an Activity Registration Form.

In addition, you should also make sure that any equipment you hired is insured, via the short-term insurance procedure. You will need to include the costs of insuring the equipment in any Activity Registration Form that you complete.

Step 2

To hire equipment you must complete a Purchase Request Form.

Step 3

Visit the Student Activities Reception at least 2 weeks before the hired equipment arrives if you need advice about completing the Short Term Insurance Form. You will need to submit a proof regarding the value of the hired items along with the Short-Term Insurance Form.  This could be an inventory or a website page stating the re-sale value. 

Step 4

When the equipment arrives, the Treasurer must be present and should check the items and sign for them. When the item is returned the Treasurer should ensure that a signed itemised list is received from the company or collection agent confirming the goods have been returned safely.

Hiring technical equipment from the Union

The Student Activities Reception has some technical equipment that is available for any club or society to borrow free of charge. This includes speakers, microphones, a digital projector and some basic lighting equipment. Your members will be responsible for the setup, operation and safe return of this equipment. Please see our How to book AV & Events Equipment guide for more information on this.

Arranging event support from Stage Crew Society

The Stage Crew Society can also provide and operate an extensive range of technical equipment for events free of charge. You can find out more information about this on the Stage Crew Technical Request page. They are unable to loan out any equipment unless they can also provide a crew for the duration of the event. Stage Crew reserve the right to deny requests at their discretion, including if they are too busy to support the event with a full crew.