Media Production Equipment Bookings

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22/10/2025 Studio Use in the Final Weeks of the Semester

We’re receiving many requests for access immediately after inductions are completed. As noted during the induction quiz, adding access takes time. We have hundreds of students and each account must be imported manually. We are attempting to do a round of imports every 2 or 3 days, but sometimes this is not possible. Please plan ahead and complete your required inductions as early as possible so there’s plenty of lead time before your booking.

The General Induction is mandatory and must be completed before any other inductions. Most access issues occur when this step is skipped. Until it’s complete, the system will not grant access to any spaces.

Please also remember that studios can be booked on the weekend. We encourage you to use this option if they are booked during the week.

Help

How to create a booking video guide

How to edit, add to or update a booking before collection

How to attempt to renew a booking

Do not make back-to-back bookings. These will be deleted to ensure fair access is maintained for all students.

Do not make multiple bookings for the same day. Instead, follow the guide above to update/edit a booking and add additional items if required. Multiple bookings will be deleted.

A new booking does not extend an existing booking. Equipment must be returned at the original return date and time.

Equipment renewals are not guaranteed. You may be able to renew equipment for a little bit of extra time for your booking. Borrowers can attempt at their own risk, always double check the new date and time per item.

Policies

Fines & Damage

• Equipment returned over 1 hour late or after closing incurs a $20 fine. Additional $20 fines apply for every 24 hours overdue (excluding weekends). Borrowing is suspended until fines are paid.
• Borrowers are responsible for equipment safety and will be charged full replacement costs for loss or damage, even when working in a group. Do not leave equipment in cars or visible to the public.
• Equipment and studios/suites returned in a condition that requires cleaning will be treated as damaged, and the borrower will be charged a minimum fine of $20. The final amount may increase depending on the extent of the cleaning required. This applies to cases, accessories, equipment, and furniture in all studios and suites.

Borrowing & Collection

• You will need to present your current Swinburne ID card. Only the person who made the booking can collect the equipment (equipment will not be given to friends/family looking to collect on a user’s behalf). In groups with defined roles, only the producer may book equipment.
• Return equipment in its original condition: items correctly placed in bags, cables neatly tied, and memory cards erased.
• The borrower is responsible for checking all the equipment upon receipt and immediately notifying staff of any issues.
• Equipment is for Swinburne coursework only and must not be sub-let or used for illegal activities or anything that may bring the University’s name into disrepute.

Booking Policies

• For large bookings (15+ items) and all bookings from 24G: bookings must be made for pickup in the afternoon and returns in the morning. Staff may modify or cancel bookings that do not follow this policy.
• Staff may limit large bookings to ensure fair access.
• To ensure fair access for all students, staff may cancel back-to-back bookings that contain the same items.
• Projects needing green-lighting must be green-lit before bookings. Non-approved bookings will be deleted.

Studios/Suites

• No food or drink allowed.
• Studios must be left clean, with all furniture and cables returned to their original positions. After using the studio, you must complete the exit form by scanning the QR code on the door.
• The person booking is responsible for any loss or damage, even in group settings.
• All equipment brought in must be tested and tagged.
• Users who breach these rules or enter studios they have not booked will lose booking access for all spaces.

Other

• Groups of 5+ working on campus must have one member wearing a hi-vis vest (available from the Media Store).