An information session on the use of the Future Society Design Complex for student organizations of University of Tsukuba was held on July 31st at the Grand Staircase. The session was also streamed online, with a total of 14 students participating either in person or online.
For the first 20 minutes, participants were introduced to the facility's concept, basic information, and reservation procedures, etc. This was followed by an optional facility tour and individual consultation sessions for those who wished to participate.
At the facility tour, participants were guided to all spaces include the spaces which are usually locked such as the event hall. During the tour, we received various kind of questions from the students regarding the usage of each space.
If your organization was unable to attend but is considering using the Future Society Design Complex, we encourage you to visit our website for more information. The User Guide provides details on how to use the facility, usage fees, and other important information. The Space Guide includes floor plans, dimensions, and furniture/equipment information for each space. Answers to frequently asked questions can be found in the FAQ section. Reservations can be made through the Facility Reservations page.
We also offer consultation on project planning at any time. If you are considering using the facility, please feel free to contact us by email. We welcome inquiries even if your idea is still in its early stages.
We look forward to continuing to work together with you to create the future society.
Below is a summary of the questions raised by student organizations during the session, along with our responses.
Q & A
Q: Is there an additional fee for renting equipment such as speakers?
A: At present, there is no additional charge. However, this policy may change in the future. Please check our website for the latest information.
Q: We heard that events involving amplified sound require not only a usage application but also project application. What is the difference between these two applications?
A: For student users, the "usage application" refers to the "Request to Organize a Student Gathering" required by the university (for non-student users, it refers to the "Usage Application Form"), while the "project application" refers to the reservation application form. If you wish to reserve a space—whether or not your event involves amplified sound—you must complete both the usage application and the project application (reservation application). When making a reservation through our website, you can submit the required usage application at the same time, so there is no need to complete them separately.
Q: Is a Request to Organize a Student Gathering required when reserving the Future Society Design Complex? Also, under the usual procedure, student organizations receive a stamped copy of the approved Request to Organize a Student Gathering from the Division of Student Welfare and carry it with them when using classrooms. Is it also necessary to carry this copy when using the Future Society Design Complex?
A: Yes. A Request to Organize a Student Gathering is required for reservations made by students. However, for reservations at Future Society Design Complex, the Project Promotion Team can submit the application to the Division of Student Welfare on your behalf. If you authorize proxy submission when making your reservation, we will complete the submission process for you.
On the day of your reservation, you will need to show the copy of Request to Organize a Student Gathering to the staff at the reception desk. If you authorized proxy submission, simply showing the approval email sent by the Department of Student Affairs will be sufficient.
Q: Is there a list of equipment available for loan?
A: The list was available until recently but has been temporarily removed from the website due to various circumstances. If you need the equipment list, please contact us directly.
Q: If we organize an event that includes participants from outside the university, will it be classified as an on-campus or off-campus event? Also, are any additional procedures required?
A: The usage category is determined by the organizer, not by the participants. Please refer to the User Guide for detailed information. No additional application is required. However, you must indicate in the reservation application form that your event will include participants from outside the university.
Q: Can we reserve a space for activities such as club practice or rehearsals, rather than for public events?
A: Yes. Reservation-based use is not limited to events. Student organizations are welcome to reserve spaces for internal activities such as practices, rehearsals, or meetings.