Book Equipment

Book Equipment

LUSU has a limited selection of equipment available to support approved club events. Equipment availability and booking procedures differ between Thunder Bay and Orillia/Barrie.

Equipment requests must be connected to an event submitted through Clubs Den. Submitting a request does not guarantee that the equipment will be available.

Information to Include

When requesting equipment, provide:

  • Club and event name.
  • Event date, time, and confirmed location.
  • Equipment required.
  • Quantity required.
  • Setup and pickup time.
  • How the equipment will be used.
  • Any power, sound, internet, or technology requirements.
  • The club member responsible for the equipment.

Thunder Bay

Thunder Bay clubs request LUSU equipment through the Event Submission process.

  1. Sign in to Clubs Den.
  2. Open My Organizations.
  3. Select your club.
  4. Open Events.
  5. Create or open the applicable event.
  6. Include the complete equipment request.
  7. Availability is limited. Wait for confirmation before planning around the equipment.

Most LUSU equipment is free for approved club events. Some items may require a security deposit or a fee for supplies.

Available LUSU equipment in Thunder Bay includes:

Basketball Arcade, Football Throwing Net, Cornhole Set, Bucket Golf Set, Jazzminton, Ping Pong Portable Net Set, Jumbo Tetris, & Jumbo Jenga.

Folding Tables, Portable Speaker, Inflatable Lounger, A-Frame Sign Stand, Pop Up Canopy Tent, Popcorn Maker (cleaning deposit required and fee for supplies), Square Device, Cash Box, and Ballot Box.

Specialized technology, sound equipment, or Lakehead-owned equipment may require additional coordination, fees, or advance notice.

Contact: services@lusu.ca

Orillia and Barrie

Equipment and technology availability is confirmed individually for Orillia and Barrie events.

Include all equipment, sound, technology, and setup requirements in the applicable Clubs Den booking form.

Standard Equipment Needs

For basic equipment connected to a standard room booking:

  1. Open Forms in Clubs Den.
  2. Select the Orillia and Barrie Branch.
  3. Select Orillia Room and Space Booking Request.
  4. Include the equipment and setup requirements.
  5. Wait for confirmation of availability.

Specialized Equipment or Technology

Use the Orillia Special Event Request when the event requires:

  • Advanced audiovisual technology.
  • Sound amplification.
  • Specialized room setup.
  • Unusual equipment.
  • Equipment requiring additional staffing or technical support.
  • Services outside regular operating hours.

Special-event requests must be submitted at least 30 business days in advance.

Contact: orilliamanager@lusu.ca

Club Responsibilities

Clubs receiving equipment must:

  • Use it only for the approved event.
  • Follow all safety and operating instructions.
  • Keep it secure.
  • Ensure only authorized people operate it.
  • Return it on time and in the same condition.
  • Report damage, loss, or theft immediately.
  • Not lend or transfer it to another club, person, or external organization.

The club may be responsible for costs caused by damage, loss, theft, missing parts, supply use, or late return.

External Rentals and Purchases

Do not rent or purchase equipment from an outside supplier before receiving LUSU approval.

Submit the proposed rental agreement, quote, or invoice in advance. Your club must have enough money in its LUSU account to cover the approved cost.

See Club Finances for purchasing and payment procedures.