How the Booking Process Works
- Browse and select: Visit the equipment catalogue to see what’s available. Add items to your booking, then click “Request these items” to go to the form. You can also come directly to this form and select equipment from the dropdown.
- Fill in the request form: Complete your details, choose your preferred dates and times, select how you’d like to collect the equipment, and describe your project. You’ll receive a confirmation email immediately after submitting.
- UIL reviews your request: Staff will check availability and review your request within up to 5 working days. You’ll be notified by email whether your request has been approved or not.
- Your coordinator schedules the handover: Once approved, your course coordinator or thesis supervisor (or the UIL coordinator, depending on what you chose) will receive a link to schedule a 10-minute collection slot and a 10-minute return slot. You’ll receive calendar invites for both.
- Collect, use, and return: Arrive on time at your scheduled collection slot. You are fully responsible for the equipment until it is returned and checked by staff.
Frequently Asked Questions
Who can request equipment?
Any student enrolled in a Bachelor’s, Master’s, or Doctoral programme at the University of Amsterdam who needs equipment for coursework, a project, or thesis research.
How long can I borrow equipment for?
Equipment must be returned by the end of the current semester. If you need it for longer, tick the “Apply for extended loan” box on the form — this will be reviewed separately and is not guaranteed.
How do I choose an equipment collection method?
You have three options:
- UIL Coordinator: Collect during the fixed weekly slot (shown on the form). Best if your supervisor is not handling equipment directly.
- Course Coordinator: Your course coordinator (or their TA) will arrange a time to hand over the equipment and collect it back.
- Thesis Supervisor: Your thesis supervisor will arrange the handover.
Who will I actually collect the equipment from?
This depends on the collection method you chose. If you selected Course Coordinator or Thesis Supervisor, you may collect from them directly or from their course TA on their behalf. The confirmation email will tell you who to expect.
Can I request multiple items?
Yes. Use the “Add another item” button on the form to request as many equipment items as you need. You can also add a note about accessories (cables, memory cards, batteries, etc.) in the free-text field.
What if the equipment I want isn’t available?
The form shows real-time availability for each item. If an item is marked as unavailable for your dates, you can try different dates or contact uil-science@uva.nl to ask when it will next be free.
What are my responsibilities?
By submitting the form, you accept full responsibility and liability for the equipment from the moment of collection until it is returned and checked by staff. This applies even if the equipment is used by a group — the person who submitted the form remains responsible.
What happens after I submit?
You’ll receive a confirmation email immediately with your request reference number. The UIL Coordinator will review your request within up to 5 working days. If approved, your coordinator will receive a scheduling link to set the collection and return times. You’ll get calendar invites once the times are confirmed.
What if I need to return the equipment late?
Contact uil-science@uva.nl as soon as possible. You will receive a reminder email the day before your return is due. If equipment is not returned on time, both you and the UIL team will be notified automatically.
I have a question not answered here.
Contact the User Interaction Lab at uil-science@uva.nl.