Hall rental: frequently asked questions

Privacy statement

How does Ghent University process personal data?

How can I check the availability of a venue?

Availability can be checked in the online application TimeEdit, which is also used to request reservations: lokalen.ugent.be.

How can reservations be requested?

Reservations can be requested via the online application TimeEdit: lokalen.ugent.be

External users must first log in (registration is required upon first use).

How far in advance should reservations be requested?

Requests for activities in rental locations must be submitted at least three weeks in advance, as stated in the rental regulations.

How can I modify or cancel a reservation for an 'activity in a rental location'?

You can modify or cancel an 'activity in a rental location' yourself as long as it has not yet been approved. To do so, go to 'my reservations (status requested)', click on the request you wish to modify, and adjust the necessary fields or cancel the reservation. If the reservation has already been approved, please contact auditoria@ugent.be.

Are there cancellation fees?

As stated in the rental regulations, cancellations are free of charge up to three weeks before the start of the activity. After that, half of the total invoiced amount will be charged.

Are prices indexed?

The invoiced price is calculated based on the price at the time of the request, increased by the applicable indexation three weeks before the start of the activity.

Can I choose a caterer freely?

Ghent University has agreements with various caterers to provide a sustainable option: sustainable catering.

You are free to choose a caterer outside this list as well. Be sure to check the safety guidelines and technical specifications of the location.

Do I need to take out insurance?

Yes, you must take out insurance. Be sure to read the guidelines on this in the rental regulations.