Equipment
Campus Clubs has equipment available to be used for club activities and events. A platform called CHEQROOM is used to reserve equipment and your one AT NAIT card can be set up to access the staging room to receive your reserved equipment. It takes at least 3 business days for the equipment requirements to be set up, which must be worked into your event planning timeline.
Campus Clubs has a wide variety of equipment available for club leaders to borrow. All equipment is free to use, although some items require a refundable deposit. Club equipment cannot be used for class projects. Equipment bookings are done through CHEQROOM and must have a corresponding event submission on ookslife.ca for the event or activity.
Setting Up Your Account on CHEQROOM
*Please note that these steps will only need to be completed your first time borrowing equipment. If you have already set up your CHEQROOM account for this academic year, please skip to the How To Book Equipment section.
Equipment Agreement for Club Users
Please fill out the Equipment Agreement for Club Users form to receive an invitation to CHEQROOM. Equipment access resets at the end of the academic year (end of April). This process must be completed by returning students once each year.
This step only needs to be completed by each individual once per academic year. All club members that require access to CHEQROOM to book equipment must complete the form.
Download the CHEQROOM App or View on Your Browser
The easiest way to use CHEQROOM is via their mobile app, which is available for Android and Apple devices. Download the CHEQROOM app from either the Google Play Store or Apple App Store. Alternatively, you can view CHEQROOM on your browser here.
Setup Your CHEQROOM Account
Activate Your one AT NAIT Card
Important! Visit the one AT NAIT office with your one AT NAIT card and indicate that you require NAITSA Campus Club access to get your card activated. This process typically takes 1 to 2 days, so it should be complete 2-3 days before your event minimum. You are responsible for completing this step before your event date. You will NOT be granted access to the staging room to get your equipment without card activation.
If you would like to check on the status of your card activation, please email the Campus Clubs team at askclubs@nait.ca.
How To Book Equipment
*Please note that you must have a completed CHEQROOM account prior to completing these steps. If you have not already set up your CHEQROOM account for this academic year, please review the Steps to Setting Up Your Equipment Account on CHEQROOM section.
Submit Your Event on Ookslife.ca via the Event Submission
In order to use Campus Clubs equipment, you must submit the event on ookslife.ca via the Event Submission. Please select “Equipment” under the “Additional Services Required” question. For more information on submitting your event, please visit the Activities & Events section of the handbook here.
Create Your Reservation in CHEQROOM
Visit CHEQROOM on your browser or open your CHEQROOM application. Then, follow these steps to create your reservation:
- Select the menu icon in the top-left corner.
- Choose the “Reservations” tab
- Tap on the “+” icon in the top-right corner.
- Set Location to NAITSA or CAT Equipment Pickup Location based on the location of the equipment you will be reserving.
- Fill out the “From” and “To” dates and press “Set”. This should reflect the exact times you will be needing the equipment including sufficient time for setup and teardown of your event.
- Add the event name and press “Save”.
- Click on “Add Item” to see a list of all of the equipment items available at your selected time.
- Choose the equipment needed and press “Add”. If you can’t find the equipment you require for your event, that means it has already been booked for that date and time.
- When everything looks good, tap “Reserve” in the bottom right-hand corner.
If you would like to set up a recurring booking, go to the “Reservations” tab and choose to view all reservations. Select the reservation you would like to repeat, and click the “Actions” button. Select “Repeat Reservation” from the menu. A small dialogue box will open, giving you options on how often you would like the reservation to repeat. Once you choose a frequency for the booking, it will automatically book the available equipment in advance. These bookings can also be cancelled, either one at a time or all at once.
Making Changes to Your Reservation
If you would like to edit your equipment choice more than 1 week before your event, please make the change on your CHEQROOM Reservation, and press save.
If you would like to edit your equipment choice within 1 week of your event, please make the change on your CHEQROOM Reservation and email askclubs@nait.ca immediately.
Any changes made to your reservation on CHEQROOM outside of NAITSA’s hours of operation may not take effect on short notice.
Pay Applicable Deposits and Complete Applicable Forms
These items will be flagged when added to your reservation and this requirement must be satisfied 24 hours prior to the start of your reservation or you will not be permitted to receive the requested equipment.
Complete Applicable Training
Certain pieces of equipment require training to use. Any club that would like to use the Square readers must arrange Square training with Campus Clubs through the Event Submission Process.
Clubs that would like to use the popcorn machines should watch the video below.
Equipment Check-Out (On The Day of Your Event)
You will receive a check-out email notification indicating your equipment is ready for pick-up. Visit the staging area (O103) with your one card and locate the cage that has your club name on the whiteboard. Pick up the reserved equipment from this cage.
Please do not take equipment from the other cages.
There is 24/7 camera surveillance in the staging area, so please be aware of your behavior when picking up and dropping off equipment.
If you have any concerns, please visit the NAITSA Clubs office at O108, email us at askclubs@nait.ca, or call at 780.471.8335.
Return the Equipment for Check-In (After Your Event)
Policies and Procedures for Borrowing Equipment:
1. All equipment is checked and inventoried when signed out and when returned.
2. Equipment rental is first come, first served. Booking any necessary equipment on CHEQROOM will help your club with securing the reservation.
3. Notify Campus Clubs at askclubs@nait.ca if there is any damage or lost equipment.
4. Some equipment requires a cleaning deposit. If the equipment has not been cleaned to the standard in which it was signed out, clubs will not receive their cleaning deposit back.
5. All booked equipment is to be picked up and dropped off within the Clubs staging area. Only current NAIT students can register on CHEQROOM and have access to the staging area.
6. Please be considerate of other clubs: Only book the equipment needed and return the equipment at the time indicated on CHEQROOM.
7. Your club is only entitled to use the equipment for the exact booking time you have selected on CHEQROOM. We are not able to accommodate same-day changes to equipment availability except to accommodate cancellations. Your club cannot use the equipment earlier nor later than the time reserved.