Equipment Checkout Form

This form is for community councils, student groups, and university offices to request the temporary use of Residence Hall Association assets at no cost for a period not to exceed three days. Requests should be submitted at least one week in advance to guarantee a response. Requests submitted less than three days in advance will not be considered.

Completion of this form in no way guarantees the use of RHA equipment. In order for the form to be approved, an Executive Board member must agree to sponsor the check-out, and will thus be the main point of contact for the individual checking out said equipment. Equipment checkout requests are approved at the discretion of the RHA Executive Board.

Please understand these guidelines before requesting equipment:

  1. Transportation: Any group requesting RHA equipment should plan to bring an appropriate number of volunteers to help transport requested items. Some items (such as tables or poker chips) may require extra help or transportation, which should be arranged by the requesting organization. The RHA Executive Board will not assist with transporting or handling equipment. Groups that are not adequately prepared to transport equipment will be denied use of RHA assets.
  2. Condition: Failure to return equipment in the same condition in which it was checked out will result in a charge to the organization equal to the value of said equipment and may result in that group being banned from checking out RHA equipment in the future — without issuance of a formal warning.
  3. Time Slots: RHA equipment pickup and return appointments are limited to 30-minute windows out of respect for our Executive Board members' time and due to certain university restrictions governing access to our storage facilities. Time slots for equipment return cannot be accommodated past 7:30 PM.
  4. Late Policy: Organizations are expected to arrive on-time for all equipment pickup and return appointments. If circumstances arise that may cause a delay, the organization must notify the Residence Hall Association at least one hour before the scheduled time. When advance notice is provided, a delay of up to 10 minutes may be accommodated; however, arriving more than 10 minutes late will result in the issuance of a formal warning. Subsequent violations may result in the organization being banned from checking out RHA equipment in the future. If inadequate notice is provided, late arrivals may be issued a formal warning or could potentially even be penalized further without warning.
  5. Cancellation: If an organization needs to cancel or reschedule their equipment checkout slot, they must notify the Residence Hall Association at least 24 hours in advance. If emergent circumstances arise, an email detailing these circumstances must be sent before the scheduled pickup time, and the RHA Executive Board will work with the requesting group to reschedule if needed. Drop-off times should not be rescheduled unless absolutely unavoidable, in which case an alternative time slot must be proposed as soon as possible. The validity of cancellation requests will be evaluated at the discretion of the RHA Executive Board.

--

For any questions or concerns, please contact the Vice President of Records, History, and Administration (Kashish Jaiswal at case-admin@case.edu).

We look forward to helping you make your events a success!