These terms describe the use of the University of the South Pacific facility booking service, including its website and mobile application. Review the facility details, booking summary and cancellation rules before confirming a reservation.
1. Accounts and eligibility
Provide accurate contact and booking details, keep account credentials and private booking links secure, and report suspected misuse to the facility team. Only book for a group you are authorised to represent. Student, staff or alumni eligibility may need verification. Each facility identifies the groups permitted to book it.
2. Reservations and approval
- Check the campus, facility, local date and time, attendance, resources and intended activity.
- Review the price, currency, tax treatment, facility rules and deadlines displayed for the booking.
- Complete the required acceptance and checkout steps before the temporary hold expires.
- Check the resulting booking status and reference. A temporary hold or a request awaiting approval is not a confirmed reservation.
Some facilities require staff approval. Event requests may also require a quotation and payment before confirmation. Availability, capacity, minimum notice, advance booking limits and operating hours depend on the selected facility. Times are shown in the facility's campus time zone.
3. Charges and payment
The booking summary or accepted event quotation identifies the applicable charges and currency. Use a payment method offered by the service and retain the booking reference and receipt. A method labelled as a simulated card payment does not transfer real money; use only test card details for that method. A recorded simulation is not evidence of a bank charge.
Booking credit can be used only where the service offers it, with sufficient available credit in the booking currency and verification of ownership. Credit and card payments follow the amounts and payment status recorded for the reservation.
4. Cancellation, credit and rescheduling
The deadlines and refund conditions shown when you accept the booking apply to that reservation. Check the cancellation cutoff, full-credit grace period after payment and the point at which the credit amount changes. A grace period does not extend the cancellation cutoff.
- For eligible customer cancellations, the service issues booking credit according to the accepted rules. This self-service process does not provide a cash withdrawal.
- Customer cancellation of a booking paid with credit does not restore the credit already spent.
- Staff cancellations and declined approval requests use the original payment source for any applicable refund. The booking and refund records show the resulting amount and status.
- Rescheduling is subject to the accepted cancellation cutoff, current availability and any displayed charge difference. Rescheduling does not restart the payment grace period or extend an earlier refund threshold.
Contact the facility team if the self-service action is unavailable or you need help with a disputed charge, cancellation or refund. These terms do not remove rights that apply under applicable law.
5. Facility use and arrival
Follow the facility-specific rules and staff safety instructions. Stay within the booked times and permitted capacity, use equipment responsibly, leave the space tidy and report damage or access problems. Meet the check-in requirements and arrival windows shown for the booking. Keep booking access codes private and share them only with people authorised to use the reservation.
6. Information and notices
The Privacy Notice explains the information used to provide this service. Keep your contact details current and check the booking record for updates. Email and device notifications can be delayed or disabled; the recorded booking status remains the reference for confirmation, approval and changes.
7. Changes and assistance
The service retains the document versions and booking rules accepted for your reservation. Later edits to campus defaults, facility rules or these documents do not replace that saved record. New reservations use the documents and rules presented at their own checkout.
For booking, access or payment questions, use Help & contact in the application or contact the selected campus's facility team. University policies relevant to the activity continue to apply; they are available in the USP Policy Library.