The booking of RHA-owned supplies is done through a site called Booqable. Since we know the process might seem a bit confusing, our operations team has compiled this page for your use. Below, we have broken down the supply reservation, pickup, and dropoff processes, but feel free to email our operations team with more questions :)

 

Using Booqable

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NOTE: You MUST book your supplies 4-7 days before your event date. This way the Operations Team will have enough time to get everything set up for you.

 

If there is an issue that arises and this is not possible, please contact us at rhaoperations@gwmail.gwu.edu with the subject line: Supply Booking

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Supply Pickups

Asynchronous Pickup

Supplies, not including machines, may be asynchronously picked up Monday-Sunday

Upon pickup please:

• Ensure all the supplies are there ( if not, email us with the subject line: Missing Supplies)

• Scan the QR code on the bin and mark that you have picked up the necessary materials

 

In-person Pickup

Someone from the Operations Team must be present when you are picking up machines

Machines are to be picked up the day of the event, unless this is a weekend event. In that case the pickup day for machines is Friday.

Upon pickup an Operations Team Member will walk you through:

• How the machine works (you may also find video tutorials HERE)

• What happens if you break a machine

• The checkout process

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Supply Returns

Asynchronous Returns

Supplies, not including machines, may be asynchronously picked up Monday - Sunday. To do so, leave the materials in the bin outside our South Hall office and scan the QR code to check them in.

 

Synchronous Returns 

Machines must be returned to a team member so they can assess the condition of said machine at the moment and proceed accordingly. The Operations Team Member will then walk you through the check-in process. This will be coordinated in advance. If for any reason you are unable to make your previously scheduled return appointment you must let us know at least 12 hours in advance. This is especially important for weekend returns.

 

If a Hall Council chooses to utilize a machine, they must commit to at most 20 minutes at drop off to clean the machine under the supervision of an Operations Team Member.

 

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Additional Guidelines

• Returns must happen within 24 hours of your event UNLESS:

  • The operations team reaches out to you regarding another hall council needing the item the next day. In this case, we may need it before that 24 hour mark.

  • Your event is on a Friday, and no other hall council needs it that weekend. In this case, you must return the supplies/machine (if applicable) by 12pm (NOON) on Sunday.

• Some of our supplies are single use only. Only the items that were not used should be returned

  • For instance, if you booked a stack of construction paper and only used half, the other half must be returned.

• Some of our supplies are reusable. These must all be returned!

  • In the event that you book something that can “run out” such as markers and pens we ask that you return them but also inform us of the issue that arose so we can plan a replacement order. In other words, don’t take it upon yourself to throw stuff out, let us know first.

 

Rules and Regulations

• Breaking a machine : 

  • If you break a machine, your case will be reviewed and the Operations Team will decide on the disciplinary action necessary

• Late returns:

  • We understand that life happens

  • HOWEVER, it is imperative that the return timeline is stuck to as best as possible. We need to constantly be moving materials in and out of the office and that is dependent on Hall Council Members returning what they used on time.​