Procedures for Booking Equipment, Pick-up + Returns

The health and safety of the ECU community is important to us.

If you think you are sick or feeling unwell, stay home and do not come to campus. Contact us, and we will do our best to work with you to reschedule your bookings.

Basic Requirements

  • Must be a current ECU student enrolled in a regular credit course, faculty or staff.
  • Have completed the current Policy Agreement.
  • Must be physically present with a valid ECU ID card at each pick-up.

Booking Equipment

Booking Equipment for Exhibitions

Picking Up Equipment

Extending Equipment

Returning Equipment

Returning After Hours

Extended Loan Requests

Booking Equipment

  • You can submit your request by using our Online Equipment Request Form, by email, or by doing a walk-in booking.
  • If requesting by email, please use your ECU email and include the following information:
    • your full name
    • ECU number
    • program or department
    • date and time for pick-up
    • list of equipment
      • You can also phone in your request, just make sure you have the above details ready.
  • Send your requests to mediaresources@ecuad.ca. Do not use a non-ECU email address.
  • A minimum of two (2) days advance notice is preferred for online and email reservations. No same day reservations. If you need the equipment earlier, you can do a walk-in booking. At least one (1) week for exhibitions (see procedures below) and extended loans.
  • Requests received outside office hours will be processed on the next work day.
  • Please be advised that your booking is not guaranteed until you receive a confirmation email from Media Resources.
  • When you receive the confirmation email, check that the details are correct and email us for any corrections. If you didn’t receive a confirmation, it means your request has not gone through. Resend the request or reach out to us.
  • Your chosen pick-up date and time will be your pick-up appointment.
  • If you have not already, you will need to complete the current Policy Agreement before you pick-up your reservation.
  • We understand that things happen and plans change, kindly notify us of cancellations or changes as soon as possible.
  • Are you booking FMSA equipment? For FMSA related bookings please email FMSA Techs at fmsatech@ecuad.ca or visit their website at fmsasupport.ecuad.ca. Booking FMSA equipment procedures may be different from Media Resources Centre.

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Booking Equipment for Exhibitions

  • To request equipment for a show, installation or exhibition, complete the Equipment for Exhibitions Request Form at least one (1) week in advance prior to your intended pick up date. Media Resources does not accept request for The Show (Grad Show) directly. Please visit The Show Handbook page for details.
  • Requests are processed on a first come first served basis.
  • All requests are subject for approval and availability. Approval may take a while.
  • Requests received outside office hours will be processed on the next work day.
  • Please be advised that your booking is not guaranteed until you receive a confirmation email from Media Resources.
  • When you receive the confirmation email, check that the details are correct and email us for any corrections. If you didn’t receive a confirmation, it means your request has not gone through or was not approved. Resend the request or reach out to us.
  • Requests are limited to all-access equipment only.
  • Media Resources does not provide the following equipment for shows, installations or exhibitions and are not limited to:
    • computers/laptops
    • AC cables/extension cords
    • headphones
    • lighting
  • Make sure to reach out to the Gallery Techs at the Libby Leshgold Gallery for help or suggestions in securing the equipment.
  • Unless you have made specific arrangements, the borrower is responsible for turning on the equipment at the beginning of the day and turning them off before the campus closes for the night. For safety concerns, it is not recommended to leave equipment running over night.

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Picking Up Equipment

  • The borrower must be present at pick-up with a valid ECU ID card.
  • Pick-up is at Media Resources Centre room D1310 (front gate).
  • If you have a pick-up appointment, arrive on the specified time. The grace period is 10 minutes. Missed pick-up will get cancelled. If you're not going to make it, notify us before your pick-up time is up. Otherwise, your booking may get cancelled.
  • If the gate is closed and you have an appointment, please call (604) 844-3829 or 3829 if using any of the black campus phones.

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Extending Equipment

  • If you need more time with the equipment, you can request a renewal/extension by doing one of the following:
    • Call us at (604)844-3829 at least a day before your equipment is due back, or
    • Drop by in-person at room D1310, with equipment in hand, before your return time.
  • If equipment is available, we will renew them for you. If not, you must be prepared to return equipment at the original scheduled return time.
  • Renewing FMSA gear? Please contact the FMSA Department at fmsatech@ecuad.ca for renewing FMSA equipment or other FMSA-related bookings. FMSA Department procedures may be different from Media Resources Centre, visit their website for more information.
  • No renewals over email.
  • Equipment that is already late cannot be renewed and must be returned as soon as possible.
  • If you are sick or feeling unwell, stay home and do not come to campus. Contact us right away, and we will do our best to reschedule your bookings. Contact FMSA for FMSA equipment.

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Returning Equipment

  • Return is at Media Resources Centre room D1310 (front gate).
  • Unless stated differently on the confirmation email, equipment must be returned no later than 12 noon of the day the equipment is due. Equipment returned beyond scheduled return time is considered late. If you're not going to make it, notify us before your equipment is due. Please contact Media Resources as soon as possible at (604) 844-3829.
  • Make sure equipment is returned properly: complete, clean and dry, with cables properly coiled, and each component or accessory are neatly placed in their respective places.

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After Hours Return

  • You can still return equipment even when Media Resources Centre is closed.
  • For After Hours Return or for when Media Resources is closed, call security at (604) 844-3838 or by speed dial using any of the black phones in the hallway. Security will meet you at the side door to let you in.
  • Place equipment on the return shelf. Ideally, place small items on the upper shelves and place big/heavy items on the lower shelves. If you are returning a cart as well, you can leave larger/heavier items on the cart
  • For safety reasons, please do not block the aisles and the doorway. Make sure to leave space for others to safely access the return shelf.
  • For smaller items like chargers and animation pens, you can use the Return Slot next to the side door.
  • If returning an item without a label, number or a barcode, please attach a note with your name and ECU ID number.
  • Make sure equipment is returned properly: complete, clean and dry, with cables properly coiled, and each component or accessory are neatly placed in their respective places.
  • After Hours Return is only available until 10pm. Make sure to contact security ahead of time to allow enough time to return the equipment. Security will not allow you to return beyond 10pm. Missing this window may result to penalty/fines.
  • No After Hours Return when campus is closed.
  • Never leave equipment unattended or give to someone other than Media Resources staff.
  • Never slide equipment under the gate or door.

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Extended Loan Requests

  • Please note that due to availability, security and other restrictions, requests are rarely approved.
  • Using your ECU email, send in your request to mediaresources@ecuad.ca at least one (1) week in advance. Include the following information:
    • your registered full name
    • ECU number
    • program or department
    • date and time for pick-up and return
    • list of equipment you need
    • brief description of your project
    • valid reason why you need the equipment for an extended period of time
  • Requests are processed on a first come first served basis.
  • All requests are subject for approval and availability. Approval may take a while.
  • Requests received outside office hours will be processed on the next work day.
  • Please be advised that your booking is not guaranteed until you receive a confirmation email from Media Resources.
  • When you receive the confirmation email, check that the details are correct and email us for any corrections. If you didn’t receive a confirmation, it means your request has not gone through or was not approved. Resend the request or reach out to us.
  • Requests are limited to all-access equipment only. For restricted equipment, please reach out to the respective department technicians (e.g. FMSA, NMSA, Photo, etc).
  • In some situations, insurance may be required.
  • Loans beyond or in-between semesters are not allowed. (e.g. over the Winter or Summer breaks)

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