Esports and Gaming Lounge & Esports Lab

• Users must be current University students. No community members, guests, or alumni. A valid WolfCard is required unless otherwise specified.
• Users are responsible for their own property and any damages. The University is not responsible for loss or damage to personal property. Users will be held accountable for repair or replacement of damaged equipment as deemed necessary.
• Food or beverages in the lounge will be in designated areas only. No food or beverages in the lab. Bottles with caps or lids are allowed.
• Equipment must be used appropriately. Computers are for gaming only.
  • For other computer needs, view all campus computer labs for additional access.
• Check with staff before downloading additional games. To request a game or software, speak with staff.
• Personal equipment usage is allowed.

• Be welcoming and inclusive! All users must respect gamers of all identities, backgrounds, and skill levels. Users must follow the University Student Code of Conduct.
• No abusive language or behavior. Yelling, swearing, threats, discrimination, bullying, harassment, or intimidation will not be tolerated. Violations will be reported to the Dean of Students and the Office of Student Conduct.
• No gambling or betting. This includes “friendly” wagers. Violations will be reported to the Dean of Students and/or University Police Department-Northern Command as appropriate.

Purpose

The Esports Lounge and Lab Reservation & Use Policy establishes clear expectations for access, reservations, and appropriate use of the Esports Lounge and Lab. This policy is designed to promote fair access, responsible use of technology, and a welcoming and inclusive environment while supporting both casual play and organized esports activities. This policy applies to all individuals and groups using the Esports Lounge and Lab.

Eligibility

The Esports Lounge and Lab are primarily intended for currently enrolled students. Reservations are limited to ASUN-approved student organizations in good standing. Academic programs and approved campus partners may request use when sponsoring or supervising an activity. Faculty and staff reservations must be coordinated through the appropriate university processes. A group is defined as five (5) or more participants. Official Esports Collegiate Wolf Pack teams may receive priority scheduling consideration and operational flexibility when coordinated directly with Esports Lounge and Lab administration.

Access Model: Open Use vs. Reservations

When the Esports Lounge is not reserved, it operates on a first-come, first-served basis for individual use. Confirmed reservations take priority over all open use. Individuals may be asked to vacate stations when a reservation begins. The Esports Lounge and Lab do not accept public, walk-up, or self-service reservations.

Reservation Process

All reservations must be submitted through the official reservation system, Lounge. Reservations are not confirmed until written approval is issued by staff. Only ASUN-approved student organizations may appear on the reservation calendar. Groups may only use the approved space, equipment, and time. Reservations may be modified or canceled due to programming needs, maintenance, safety, capacity, staffing, or policy considerations. Certain events may require additional staffing and may be modified or denied based on operational capacity.

Reservation Notice Requirements

Reservations must be submitted at least two (2) weeks in advance. Official Esports Collegiate Wolf Pack teams may receive scheduling flexibility under a separate agreement.

Scheduling Guidelines

Student organizations may request up to two reservations per week, each not exceeding two hours. Additional time is considered case-by-case. One-time events require two weeks' notice and may require additional support. Priority is given to departmental programs, university events, then student organizations. Certain approved reservations may be private or closed events based on impact to student access, staffing, and alignment with priorities.

Station Time Limits & Queue Management

During low demand, users may play until closing or a reservation begins. During high demand, a First-In-First-Out (FIFO) system is used. Station time is limited to 15 minutes with a 5-minute warning and possible 10-minute extension if no one is waiting. Staff may adjust limits as needed.

Capacity & Conduct Expectations

Capacity is based on fire code, equipment, and staffing. Users must treat equipment with care, follow staff instructions, and maintain respectful conduct. Staff may pause or end gameplay when necessary. Groups must leave the space in its original condition, including logging out, disposing of waste, and resetting equipment.

Equipment & Technology Use

Only approved software and peripherals may be used. Users may not modify systems without authorization. Users must log out of personal accounts. The lounge is not responsible for lost data. Issues must be reported immediately.

Prohibited Activities

Prohibited activities include alcohol or drug use, smoking or vaping, food near equipment, harassment or disruptive behavior, and any betting, gambling, or wagers of any kind related to gameplay.

Cancellations & No-Shows

Reservations must be canceled at least 48 business hours in advance. Groups must arrive within 15 minutes of start time or risk cancellation. Failure to cancel or repeated violations may result in loss of reservation privileges.

Relationship to Group Use Agreement

Groups must complete the Group Use Agreement prior to approval. This agreement outlines responsibilities, accountability, and sanctions.

Fees

No reservation or facility use fees are assessed. Access is provided as a student-focused resource.

Policy Administration

This policy may be updated to reflect operational or institutional changes.