The Esports and Gaming Lounge & Esports Lab are located in the Ansari Building.
PCs and consoles are first-come, first-served and free for students.
Our goal is to ensure every participant has a fun and safe experience. Please follow these guidelines:
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.