Table of Contents

Introduction 1
Rooms 2
Room Changes 4
Checking-out / Vacate 5
Common Areas 7
Common Kitchen 8
BBQ and Grilling 12
Code of Conduct 14
Sexual Harassment 17
Solicitation 19
Posting 21
Rubbish and Recycling 22
Guests and Visitors 24
Keys / Access Cards 27
Mail and Parcels 28
Fire safety policy 29
Candles/Open Flame Devices 31
Bicycle 32
Parking 33
Policy Violation 33
Policy Corrections and New Policy 33
Introduction

Welcome to your new home!

We want you to feel comfortable and protected here. 

BaseCamp actively promotes and supports an open,

vibrant and inclusive community. This can only be achieved
if everybody is respectful towards and mindful of others.
We expect all BaseCampers to contribute to the creation
of a friendly and positive atmosphere for all residents and
fellow students.

Please familiarize yourself with these policies. It will help

you comply with the rules we have in place and avoid any
unnecessary penalties for breaking them.

We wish you a great stay.

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Rooms
Reporting Damages
You are responsible for the room in which you have signed
a tenancy agreement for. Any damages to your room found
upon moving in (normal wear and tear excluded), must
be reported to the building’s manager within 7 days after
the start of your tenancy using My BaseCamp (our official
tenant portal, which can be accessed through our website).
Our BaseCamp team will be happy to help out with any
questions relating to your room. You will be liable for any
unreported damages found in the room after this time, and
you will be billed for the cost of any repairs.

Room Maintenance
You are responsible for keeping your room in good
condition, and at the end of your tenancy it should be left
in the same condition as when you moved in. As such,
you need to take good care of the furniture, walls, floor,
lamps, rugs, appliances and anything else that comes with
the room and is assigned to you. If any maintenance issues
arise, it should immediately be reported to the BaseCamp
team. You are not permitted to carry out any repairs by
yourself. (for more information check the Vacation/Check
Out policy). You will not be held responsible for normal
wear and tear to your room.

Room Decor
We encourage our residents to personalize their rooms,
but the following rules must be observed:
• You are not allowed to drill holes or knock nails into the
walls;

• You must be careful not to hang anything on any surface

in a way that might cause damages or leave marks;

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• Moving BaseCamp issued furniture out of your room,
disassembling it and moving new furniture in, is not
permitted. This will result in a replacement or repair
cost being charged;

• Fast, wireless Internet is provided at BaseCamp,

which should provide ample bandwidth for streaming
purposes. Setting up any kind of antenna, satellite dish,
walkie-talkies, etc., is strictly forbidden;

• You are not allowed to put up any signs on your door.

Private Bathroom and Kitchen Plumbing

To avoid clogging drain pipes in the bathroom or kitchen
area, you should be careful about what items are flushed
down the toilet, or poured into the sink. Sanitary towels,
cotton, newspaper, etc., should not be flushed down the
toilet and oil and other fats should not be poured down the
sink. Any leaks, blockages or damage should be reported
immediately to our BaseCamp team. In simple cases, there
is an unclogging kit available at the reception – just ask
for it if needed. You will be charged for any larger repairs
caused by negligence on your part.

Doestic Appliances
In order to derive the maximum benefit from the installed
domestic appliances, we strongly encourage you to read
the instructions, which can be found in your room. If no set
of instructions can be found, please contact the managers
of your property.

Am I Allowed to Sublet my Room?

Subletting a room at BaseCamp (in platforms such as
Airbnb) or the acceptance of any payment from a host
in exchange for the possibility to stay in a room is strictly
forbidden and is considered a violation of the terms and
conditions in our tenancy agreement. Any resident being
caught subletting their bedroom, or bed in a shared
apartment, will have their tenancy terminated immediately.
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Exceptions may be made for students on exchange who
wish to return to BaseCamp after their time abroad. Please
note that residents will still be responsible for the condition
of their room during their time away. Subletting is subject
to the approval of your local manager, who will help you
make the necessary arrangements. Please contact your
local BaseCamp team for more details.

Room Changes
We know how important it is to feel comfortable where you
live. If your circumstances have changed or you’ve simply
changed your mind about the type of room you want to
live in, we are more than happy to try to accommodate a
change of room.

Please note, though, depending on the request, certain

restriction will apply.
• If you wish to move to a different room within the same
category, the change will be subject to availability.

• If your desired room is more expensive than your original

room, an adjustment to the tenancy agreement in place
will need to be made.

• If your desired room belongs to a cheaper category,

the room swap approval may dependent on finding
someone to take over your original room.

All requests will be evaluated on a case-by-case basis. To

initiate the process, please write an email to your local
managers (you can find their email in the Welcome Book
received upon moving in, or on our website –
www.basecampstudent.com - under your property’s page)
and they will try their best to find a suitable solution.

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Checking-out / Vacate
How much notice do I need give if i want to leave?
Please read your tenancy agreement to find out the specific
terms of your notice, and in case of any doubt, get in touch
with your local managers.

Policies vary from country to country, and may even be

different among BaseCamp properties within the same
region. Some BaseCamps require a notice period for
the termination of a tenancy agreement (of up to three
months), others operate different time windows or require
no notice at all.

Check-out procedure
The room you are about to vacate must be emptied of
any personal belongings, cleaned and returned in good
condition.

• 14 days prior to your departure, an inspection must be

arranged with the local managers to assess the condition
of the room. Please get in touch with them via email
to coordinate a convenient time. Management will run
down a checklist with you to verify the condition of the
room. You will be held responsible for all damages not
reported upon moving in, and any costs of reparation
will be deducted from your deposit. Normal wear and
tear is excluded.

• Room key(s) or access cards, mail box keys, laundry

chips and any other type of key assigned to you, must
be returned on the day of your departure. Failure to
return keys or access cards will result in the cost of
replacements being deducted from your deposit.

• All payments and outstanding financial matters must be

settled.

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To help you meet our cleaning requirements and ensure
the refund of your deposit please follow the following
guidelines:
• Everything you have brought to the room, including
all personal items, must be removed. This includes all
bedding, pillows, duvets, bathroom towels, kitchen
towels, crockery, pots, pans, cleaning products, bathroom
and hygiene, products, food leftovers, decorations items,
etc.

• If you’re interested in passing on or selling any of your

possessions, please enquire with your local managers;

• Garbage should be taken out and disposed of following

local guidelines;

• The room and bathroom should be left in a clean and

tidy state, i.e., no dirt on any surfaces, nothing clogging
the pipes, nothing on the walls (hanging and nailing
things to the walls is forbidden), a clean fridge, etc.

• Any extra costs incurred as a result of special cleaning

and/or the removal personal items and/or garbage will
be deducted from you deposit.

When do I get my deposit back?

The deposit will be processed within 6 weeks of your
departure. To ensure that there are no delays or mistakes
with the transfer of the money, be sure to provide all the
necessary information and double check it for accuracy.
Make sure that the name of the bank account, the account
number, the IBAN and SWIFT codes, and any requirements
requested by the managers are correct. Banks reject
transfers even with the slightest discrepancy and in these
cases a refund might end up taking longer to be processed.

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Common areas
Appropriate oversight of all common areas is the
responsibility of all residents.

What are the common areas at BaseCamp?

“Common areas” might vary from property to property, but
can generally be understood to include all spaces within
BaseCamp’s building that are not private rooms assigned
to residents. These include, but are not limited to:
• Lounge areas;
• Study rooms;
• The gym;
• The laundry;
• Gaming and cinema areas;
• Common kitchens and canteens;
• Staircases, hallways and corridors;
• The courtyard, balconies, roof top or outside areas
within BaseCamp’s perimeter;
• Parking/ garage area.

Opening hours
Opening hours (if applicable) and general rules to be
observed in these spaces are stipulated in our House Rules.
Changes might occur as result of improper use, any kind of
abuse or if deemed necessary by the property’s managers.
Should this happen, you will be duly informed.

Cleanliness and tidiness

All residents should ensure that the common areas are
kept clean and tidy. No littering is allowed and personal
belongings must be taken with you when leaving the
premises. After a party/larger gathering of people (subject
to approval by the managers – read the Guest Visitation
policy for info), the host is responsible for ensuring the area
used is left as it was found, ready to be enjoyed by other
people.
Common kitchens have a dedicated policy, please read and
familiarise yourself with it.

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Damages
Any damages occurring in common areas are assumed,
unless otherwise indicated, to be caused by residents and/
or their guests.

Damages not charged to a specific individual may be

charged to all residents of a floor, building or unit, with
repair costs being equally divided among all BaseCamp’s
residents. It is everybody’s responsibility to make sure all
common areas are clean and pleasant to be in at all times.

Common Kitchen
Common kitchens are shared areas, and as such, the rules
described in BaseCamp’s Common Areas policy are to be
applied.

Generally speaking, appropriate oversight of common

kitchens is the responsibility of all residents. As such,
everybody must ensure that common kitchens are kept
clean, tidy and pleasant to be in at all times.

All BaseCamp’s common kitchens are equipped with

fridges/freezers, cooking plate, oven/microwave, extraction
fan and dishwasher.

All furniture needed for a comfortable cooking and eating

environment is provided: storage space (in the form of
cupboard and/or shelves), communal table and chairs/
benches.

Cooking utensils, cutlery and crockery are not supplied

by BaseCamp, so remember to bring your own. The same
applies to cleaning products, kitchen towels, dishwasher
tablets, sponges, etc.

BaseCamp does not take responsibility for the management

and ownership of any items in the kitchen areas.

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If access restrictions are applied to a kitchen, only those
with access to that specific area are responsible for its
care. BaseCamp’s key system registers which keys opened
common areas doors and when, so residents that have
been present or given access to a kitchen where problems
occurred will be held responsible. Remember, it’s your
responsibility to take care of the areas assigned to you!

Common Kitchen Rules

• Common kitchens must be kept clean and tidy at all
times. BaseCamp has a dedicated cleaning team on
site, whose responsibility is to keep the property clean,
generally understood as involving the washing of
corridors, stairways, and other common areas, making
sure there is no dirt or dust anywhere. Its scope of work
does not include cleaning student’s dirty dishes, pots,
cutlery, etc.

• You are expected to clean up after yourself every time

you use a common kitchen. This is not limited to your
own dishes and cutlery etc, but also includes any surface
areas made dirty or greasy during your cooking/eating,
including the oven and the cooking plate.

• To avoid any strong smells or accidental triggering of

the smoke detector, please turn on the exhaust fan when
cooking and avoid deep-frying food.

• Before using any appliances, please read the instructions

available in each kitchen. If you can’t find the instructions,
or if after reading them you still have questions on how
to use some electric equipment, please ask our team.
They will be happy to show how everything works.

• Remember to turn off all electric appliances used after

you’ve finished cooking. Pay special attention to the
oven and the cooking plate, the extraction fan and its
light.

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• Faulty equipment should be immediately brought to
the attention of the BaseCamp team. This can be done
via e-mail, phone or by visiting the reception during
working hours. For contact details and opening hours,
please check your property’s Welcome Book. Wear and
tear is to be expected in areas used by so many people,
and the sooner a problem is reported, the sooner we
can have it fixed. If something breaks down as a result
of obvious mishandling or abuse, reparation costs will
be charged to the responsible person. If one cannot be
found, the cost might be shared among all students.

• You are welcome to use the common cabinets, shelves

and fridges found in common kitchens to store your
food. However, please be aware that even though we
promote a culture of respect among all members of our
community, it is impossible for BaseCamp to guarantee
the security of personal belongings stored in common
areas. Use of common facilities should therefore be
done at your own discretion.

• Allowing food to go moldy isn’t just disrespectful to your

fellow BaseCampers, it’s a health hazard. Keep track of
any perishable produce and ensure that such items are
thrown out before negatively impact the environment in
common areas. Empty packaging, boxes and containers
should also be disposed of promptly.

• Regular checks are performed to evaluate the condition

of the fridges and storage areas in the common kitchens.
BaseCamp reserves the right to clean and throw out
item that is deemed to be in an unacceptable condition.

• Food waste should be disposed in the dedicated

garbage bin. Garbage bags are provided by BaseCamp.
If a garbage bin is full, please remove the used bag,
close it tight, and place it in the container outside of the
property.

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• Dispose of all types of garbage in the appropriate
containers, separating plastic, glass, paper and all other
materials according to local regulations and accepted
recycling culture. If you have any questions as to what
can be recycled, ask your local managers.

Damages
Any damages in or to common kitchens are assumed,
unless otherwise indicated, to be caused by the residents
and/or their guests.

Damages not charged to a specific individual may be

charged to all residents of a floor, building or unit, with
repair costs being equally divided among all BaseCamp’s
residents.

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BBQ and Grilling
There’s nothing quite like getting together with friends
and enjoy a nice outdoor barbecue when the weather is
good. Some BaseCamps offer this possibility, with areas
designated specially for this purpose. Barbecuing and
grilling is permitted only in these areas. You can contact your
property managers for more details on your BaseCamp’s
barbecuing facilities.

General safety precautions should be followed when

cooking, particularly when handling sources of open flame,
including charcoal or equivalent.

Before and during cooking:

• Keep the grill away from any building, fence or hanging
branches;
• Make sure the grill is on flat ground or a stable base;
• Light barbecues with a long match or mechanical lighter
specific to barbecues;
• Don’t wear loose clothing;
• Never leave a grill unattended;
• Be aware of the wind, which may blow sparks;
• Never use water on a grease fire, spread baking soda or
soil over the flames instead;
• Be familiar with your surroundings and know where
there the nearest fire extinguisher is located;

After cooking:
• Allow the grill to cool completely before moving it;
• Clean out the inside of the grill and empty debris into a
metal container;
• Store any lighter fluid, matches and lighters you have
used separately (Please note: flammable materials are
not allowed at BaseCamp, so seek your manager’s
advice on how to deal with this).

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Remember, BaseCampers are required to observe the quiet
hours and general rules set forth in the Custom and Order
and Common Areas policies at all times. Disruptive, loud
or anti-social behaviour of any kind will not be tolerated.
For a more detailed list of what is considered a disruptive
behaviour, please read the mentioned policies.

Any actions that might present a safety and/or health risk,

will be met with the issue of an official warning or, depending
on the severity of the case, with the early termination of
your tenancy agreement.

Any damages to BaseCamp outdoor furniture and

equipment will result in a repair or substitution fee being
charged to the responsible party/parties. If one can’t be
found, the repair charge will be divided equally among all
tenants.

If the damage is the result of behaviour that can be classified

as vandalism or simple unacceptable behaviour on the
part of a resident (or his/her visitors), on top of the costs
charged, the early termination of the tenancy agreement
and expulsion will take place. BaseCamp reserves the right
to determine what is excessive and unacceptable behaviour
and will act accordingly on a case-by-case basis.

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Code of Conduct
All residents are expected to behave properly and politely
at BaseCamp and to act with respect and courteousness
towards other tenants and staff at all times.

Disruptive Conduct
Any form of violence, anti-social or threatening behaviour,
vandalism, disrespect, harassment or discrimination is not
tolerated at BaseCamp. If such forms of behaviour occur,
the resident(s) involved will be required to meet with local
managers and penalties will apply:
• An official warning;
• In case of damaged property, a charge in the amount of
the cost of the repair or replacement of broken items;
• Particularly serious incidents such as those involving
violence will be communicated to the police and early
termination of the tenancy agreement and exclusion will
take place.

Smoking, Alcohol and Drugs

BaseCamp advocates a healthy lifestyle and actively tries
to create an atmosphere that is consistent with this mission:
• Our properties are smoke-free. Smoking indoors is not
allowed in any part of any of BaseCamp’s buildings (this
includes both private rooms and common areas alike,
as well as any terraces and balconies). You may smoke
in the courtyard/outside areas, provided that you clean
up after yourself (i.e., not litter the area with cigarette
butts). If you are found smoking inside the building,
this will be considered a serious offence and a breach
of your tenancy agreement and an official warning
will be issued. Repeated non-compliance may lead to
the application of more serious penalties, such as the
termination of your tenancy agreement.
• You are free to enjoy alcohol on BaseCamp premises,
but moderate consumption is recommended Any
unruly behaviour will result in the penalties described in
disruptive conduct (see above).

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• The possession, sale, distribution or consumption of
drugs or controlled substances are prohibited within
BaseCamp. Residents believed to be involved in such
activities, which includes the abuse of prescribed
medication, will be reported to the Police. If violation of
BaseCamp’s drug policy and/or local legislation has been
found to have occured in a private room, the registered
resident(s) of the room may be held responsible, even if
they were not present at the time of the offence.

Projectiles
Throwing any object from a window, balcony, roof or ledge
is prohibited. Such occurrences will result in an official
warning from the management and a fine to cover cleaning/
repairs. With further penalties being applied in the event
that such action causes injury to a resident, staff member
of guest.

Quiet Hours
Residents are expected to respect their fellow BaseCampers
by avoiding the creation of excess noise that may interfere
with academic activity at all times. Resident’s are also
required to keep noise to a minimum on the property
(including outside areas) during the following hours:

• Weekdays (Sunday to Thursday) from 23:00 to 07:00

• Weekends (Friday and Saturday) from 24:00 to 07:00

Speakers may not be placed in windows, and residents are

responsible for turning down sound systems or discontinuing
noisy activity if requested to do so by another resident or
staff member at any time.
Continued non-compliance with our noise policy or
patterns of anti-social behaviour, may lead to exclusion.

15
Theft
The safety and comfort of all our residents is of paramount
importance to BaseCamp. All instances of theft will be
thoroughly investigated by the BaseCamp team and
will always be reported to the police. Guilty parties will
be reported to the police and their tenancy agreement
immediately terminated. Please note that BaseCampers
will be held responsible for their guests and their behaviour,
including anyone they let into the building. If theft is
committed by a visitor, their host will be held accountable
for the visitor’s actions.

Weapons and Flammable Materials

The possession and use of any kind of weapon and storage
of flammable materials is prohibited. Any person found in
possession of dangerous items will be considered a threat
to other residents’ safety and will be in direct violation of
our disruptive conduct policy (read above for penalties).
Dangerous items include, but are not limited to:
• Firearms
• Stun guns
• Taser guns
• Switchblades
• Gravity knives
• Fireworks
• Brass knuckles
• Gasoline
• Kerosene
• Propane

If you have any questions about whether something is

allowed, please contact your BaseCamp team.

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Sexual Harassment
BaseCamp is committed to providing a safe environment
for all members of its community (students, staff and
visitors alike), free from discrimination on any ground and
from any kind of harassment, including sexual harassment.

BaseCamp operates a zero-tolerance policy on any form

of sexual harassment and treats all incidents seriously.
All allegations of sexual harassment will be promptly
investigated. Any person found to have sexually harassed
another will face disciplinary action, which includes
expulsion from BaseCamp and the incident being reported
to the police.

It is important that any such occurrences are reported to

BaseCamp staff, not only to ensure that a specific case is
dealt with promptly and appropriately but to protect the
community as a whole. All complaints of sexual harassment
will be taken seriously and treated with respect and
confidentiality.

Definition of Sexual Harassment

Sexual harassment is any unwelcome conduct of a sexual
nature which makes a person feel offended, humiliated
and/or intimidated. Sexual harassment can involve one or
more incidents and actions constituting harassment may
be physical, verbal and non-verbal.

Examples of conduct or behaviour which constitute sexual

harassment include, but are not limited to:

Physical conduct:
• Unwelcome physical contact including patting, pinching,
stroking, kissing, hugging, fondling, or inappropriate
touching
• Physical violence, including sexual assault

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Verbal Harassment
• Comments on someone’s appearance, age, private life,
etc.
• Sexual comments, stories and jokes
• Sexual advances
• Repeated and unwanted social invitations for dates or
physical intimacy
• Insults based on someone’s sex
• Condescending or paternalistic remarks
• Sending sexually explicit messages (by phone or by
email)

Harassing Behaviour
• Display of sexually explicit or suggestive material
• Sexually-suggestive gestures

All forms of sexual harassment are prohibited, and will

result in serious action, whether it takes place on BaseCamp
premises or not.

Harassment Reporting
If you have been the victim of sexual harassment, please
know that we have a team ready to hear you and provide
compassionate and discrete assistance. You should
approach a member of BaseCamp’s staff (a BaseBuddy, the
BaseManager or the BaseAssistant Manager) and report
the matter to them. Everything discussed with us will be
kept confidential, unless otherwise agreed with you.

Our team will be completely available and fully prepared

to help you deal with the case, presenting you with all the
options available (including formal and informal complains
and, should this be your wish, how to report the incident to
the local authorities). Should medical attention be needed,
we will accompany you during all the process, and make all
the necessary arrangements.

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BaseCamp staff can be found at the reception during office
hours. Outside office hours, there is always a BaseBuddy
on call at the property, which can be reached on the
emergency phone (check your welcome book for details).

Solicitation
Solicitation and sales of any form is prohibited at all
BaseCamp properties. This policy is intended to avoid
disruption of community life and for the safety and privacy
of BaseCampers, staff and visitors.

This policy applies to all of BaseCamp’s facilities and to all

members of our community (staff, students and visitors).

Solicitation is the act of soliciting or seeking to obtain

membership in or support for any organization, requesting
contributions and posting or distributing any material on
BaseCamp grounds. This includes, but is not limited to:
• Bulletin boards;
• Postings;
• Postcards;
• Leflets;
• Databases;
• Mail;
• Etc.

Sales is understood as peddling or any other type of

selling, purchasing or offering goods and services for sale
or purchase, engaging in conduct related to an outside
business interest or for-profit benefit.

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Solicitation Exceptions
This policy does not apply to any charitable cause, event
or function endorsed by BaseCamp. Additional charitable
causes, events, or functions may be allowed and/or
endorsed by BaseCamp from time to time, provided that
such a cause, event or function receives prior written
approval from a member of the management team.

Solicitation Violations
Violation of this policy will result in disciplinary action.
The residents found soliciting and illegally selling on
BaseCamp’s grounds (regardless of what is being sold), will
be required to provide further details to local managers.
An evaluation of the situation will follow and appropriate
disciplinary action will be taken, which may include the u
early termination of tenancy.

Residents will be held responsible for any policy violations

by their guests, and the same penalties will be applied.

Any material used in sales and solicitation activities will be

removed from the property and handed over to the police
if connected in any way to illegal activities.

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Posting
Posting of material around BaseCamp properties, including
private rooms and common areas, is not allowed, except
in the areas specifically designated for this purpose and
only after approval by the management team. This policy
covers, but is not limited to posters, banners, flyers, stickers
and anything that requires glue or nails to be put up.

To request permission to post something, and for more

information on where and how to do it, please get in touch
with your local managers. Visit reception during office
hours or email them directly (contact details can be found
in your welcome book, and on our website:
www.basecampstudent.com).

The posting of any unapproved material will be removed

immediately and any damage or repair costs will be charged
to those responsible.

Material deemed particularly inappropriate, such as

pornographic images, hate-speech, incitation to violence,
or the spread of any messages that violate BaseCamp’s
community standards, will be classified as serious offenses
and, as such, might result in early termination of the tenancy
agreement.

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Rubbish and Recycling
Trash and litter, like excessive noise, can negatively affect
your fellow residents’ quality of life. At BaseCamp we are all
responsible for upholding the highest standards of hygiene
and maintaining a clean, tidy and pleasant atmosphere for
the whole community to live in.

Trash and litter rules apply to all areas of BaseCamp

properties, including private rooms and common areas. If a
resident is found to have their bedroom in a manner that
complies with BaseCamp standards and rules, lowering
other resident’s living standards, their tenancy will be
terminated.

Trash and trash containers are not to be placed in front

of your door, in the corridors or anywhere at the property
other than the designated collection areas. Bags should
always be wrapped, sealed or tied. Make sure the bags are
not leaking when you take them out. If this occurs clean
the affected areas. Trash must be sorted and placed in the
appropriate containers.

Tip: Remember the three golden R’s of waste hierarchy:

Reduce, Reuse and Recycle. The environment thanks you!

Failure to separate garbage according to local regulations

is not only bad practice and non-environmental friendly
but might also result in a fine from the municipality. Should
this occur, BaseCamp will charge the responsible party
accordingly. If the responsible cannot be identified, charges
may be levied among all residents.

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Littering is strictly forbidden. You may not dispose of litter
in any form on BaseCamp grounds (common areas, stairs,
hallways, courtyard, etc.). This includes, but is not limited
to, bottles, cans, cigarette butts, old clothes or beddings,
broken/old belongings, etc. Students found breaking this
rule will be charged a cleaning fee. If you wish to sell/pass
your things on to other tenant, please approach your local
managers to find out how to do so.

Litter/trash must be cleaned up immediately following a

party or event. Ask your party guests to properly dispose
of cans, bottles, plates, etc. And be sure to provide plenty
of trash containers for this purpose.

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Guest and Visitors
BaseCamp is first and foremost a residential building.
BaseCamp Student residents’ rights to safety, sleep and
study takes precedence over the privilege of a resident
to have a guest. You are allowed to invite guests or host
small events, provided that there is no interference with the
rights of a roommate or the wider BaseCamp community,
and the visit is consistent with the terms of this policy.

Guest(s) registration:
• Guests staying for more than 1 night must be registered
through the reception for the whole period of their
stay (see Registration Procedure below), which cannot
exceed 7 nights.
• Registered guests will be given a key or access card free
of charge for the duration of their stay. The key/card
must be returned when they leave. Failure to do so will
result in a substitution fee being charged to the host.
• Keep in mind that BaseCampers always take precedence
over non-residents. Opening hours of common areas are
to be respected.

Guest Registration Procedure:

• You must inform the local management of any expected
visits at least 3 days before your guest’s arrival. This can
be done via an email that includes the:
1. Name of the guest/s, and
2. Duration of the stay
• Upon arrival, guests should visit the office to receive
their key. Guests will be required to show an ID card and
sign a form.
• At the end of the stay, the key must be returned to the
reception during office hours or to the BaseBuddy on
duty.

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Hosting Guests and Groups
Special permission to host large groups can be requested
from the building’s management, or from the BaseBuddy
on duty, and will be subject to a case-by-case evaluation.
An email detailing the occasion, how many people, the
date and approximate time should be sent. Managers will
return a written confirmation that the group is authorized
to be at BaseCamp.

Hosting guests in your room

Residents are free to host guests in their room. Guests
cannot stay in twin rooms unless you get prior consent
from your roommate. In the event of a conflict, any party
can seek assistance or advice from your local managers.

Guest Responsability
• As the host, you will be solely responsible for the actions
of your guests for the entire duration of their stay, in all
BaseCamp areas, at all times.
• Hosts should introduce guests to the House Rules and
general community standards, as they will be held
personally accountable for any
• As a host, you will be liable for any damage to BaseCamp
property caused by your guests. Incidents may result in
an official warning, demand for financial compensation
and, in extreme cases, the termination of the tenancy
agreement and eviction from BaseCamp. See below for
further information on sanctions and penalties.
• The definition “host” shall not be limited solely to the
individual who invited and/or let the guest in, but may
also include other residents who the guest has come
to visit, or those individuals accompanying the guest at
the time of any violation.
• Any concerns regarding guests should be immediately
addressed to the property managers or to the BaseBuddy
on duty.

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Guest Policy Violations
• Violation of the rules detailed in our Guest Policy, or
any behaviour not mentioned that might interfere and
disturb the overall peace and quietness of BaseCamp
residents, might result in a sanction or penalty. These
will be determined by the local managers in accordance
with the severity of the violation and local regulations.
• Any behaviour on the part of the guest that violates
our Terms and Conditions, House Rules or policies, will
result in a warning to the host and removal of the guest
from the property. Three warnings will result in the
termination of a resident’s tenancy agreement.
• Rules and guidelines regarding noise, smoking,
consumption of alcohol or drugs, damage, vandalism and
disruptive behaviour described in the related policies
must be observed by everyone. A BaseCamp tenants
can be held responsible and sanctioned accordingly for
the violation of these rules by one of his/her guests.
• Failing to respect limits on the number of guests
allowed (or not requesting and receiving authorization
from the management to exceed this limit) will result
in the removal of the guests from the property and/
or a sanction or penalty which will be evaluated and
determined by the local managers.
• In the absence of a manager on site, the BaseBuddy on
duty will act on BaseCamp’s behalf. Failure to comply
with the directions given by them will result in the
host being summoned to meet with management and
the issue of an official warning. Three official warnings
will result in the termination of the resident’s tenancy
agreement.
• We have a strict non-tolerance policy regarding violence
and criminal behaviour. Violent or criminal episodes will
be communicated to the police. Particularly serious
incidents will result in immediate termination of the
resident’s tenancy agreement.

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Keys / Access cards
Each resident is given a room key and building access card.
These continue to be BaseCamp property and must be
returned at the end of your tenancy.

Should you fail to return your key and access card, or if you
lose them at anytime, you will be charged for replacements
as well as the cost of changing the lock (if required).

In the event you find yourself unable to get into your room,
you should contact the local managers or, after office
hours, the BaseBuddy on duty (check your welcome book
for phone number details). Should this occur more than 3
times, a courtesy fee will be charged per instance.

Denmark
100 DKK for key
3500 DKK for lock change
300 DKK if lockouts more than 2 times within two weeks

Poland
35 PLN for key lost
5 PLN per lockout

Germany
10 EUR per lost key
15 EUR mailbox key
15 EUR if lockouts more than 3 times in a given month

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Mail and Parcels
There’s nothing like receiving a good old-fashioned letter
or package, especially when living away from home, family
and friends.

All BaseCampers have a private mailbox (with shared

rooms sharing the same box), where all regular mail will be
delivered directly.

We are happy to receive and store larger parcels, packages

and odd sized boxes at the reception. When we receive
larger deliveries (anything that does not fit into your
mailbox), we’ll inform you via email.

For security reasons, we kindly ask you to remember to

bring an ID along when picking it up.

Items stored at the reception need to be picked up within 3

days. If you are away and would like to nominate someone
else to pick it up for you, please send an email to your
property managers with their details, and remember to tell
them to bring their ID. The email address can be found in
your Welcome Book or on our website –
www.basecampstudent.com - under your property area.

Mail and Parcels

BaseCamp does not allow pets at any of its properties. If
you (or your guest) are found in violation of this rule, you
will be asked to remove the animal from the building and
will be issued an official warning. You will also be charged
for any cleaning work that may be necessary.

Should any animal be leavig with you and refuse to remove

it from the property, your tenancy agreement may be
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Fire Safety Policy
BaseCamp is committed to providing and maintaining a safe
living space and to protecting its community of students,
staff and visitors against fire and the effects of fire.

All of BaseCamp’s properties are fitted with heat and smoke

detectors and all safety components necessary to fully
comply with local regulations and the highest standards of
safety procedures.

Emergency exit signs, as well as maps depicting floor plans

and escape routes can also be found on all floors at every
property. Please take time to familiarize yourself with the
layout of the property you are living in.

General Procedures
It’s important to take alarms seriously (even if there are
no immediate signs of heat or smoke) and move to the
designated safety area. In the event of a fire alarm GET
OUT and STAY OUT. Do not assume that such an event is a
drill or a test. Fire drills or tests, conducted regularly at the
property, will be announced in advance.

Stay in the designated safety area (see below) until an

assessment of the severity of the situation has been made
and communicated by the competent authorities.

In the event of an alarm, please remain calm. The alarm

is automatically communicated to the fire brigade, so
assistance will arrive on the site promptly .

If you suspect a fire is starting but no alarm is ringing,

immediately press one of the emergency buttons found
in all corridors and common areas at your property. As
calmly as possible, alert people in the immediate vicinity
and make your way to the designated safety area in an
orderly manner.

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Responsibilities
There is always at least one BaseCamp team member on site,
even outside office hours. These team members are ready
to help you and assist anyone in need. A BaseCamp team
member is understood to be any of your local managers,
manager assistants, BaseBuddies or security personnel
working for BaseCamp.They will identify themselves and
coordinate all evacuation operations.

BaseCamp staff are fully trained and prepared to deal with

a fire emergency. For your own safety and that of your
fellow residents, please follow their instructions.

Safety Precautions
Nothing is as effective at protecting us against fire as
making sure they don’t happen in the first place. You can
help prevent fire by:

• Making sure all electrical appliances are in good

condition
• Not overloading electrical outlets
• Turning off all lights and electrical appliances when you
leave your bedroom or any common area (pay special
attention in common kitchens and cooking areas)
• Emptying waste bins regularly
• Not smoking or using candles/open fire devices in
your room or anywhere inside BaseCamp (it is strictly
forbidden to do so. Check our policies on smoking and
candles and open fire devices for further information)
• Not keeping flammable materials anywhere on
BaseCamp property (it is strictly forbidden to do so).
•
Good practices in the event of fire
In an event of fire, following these steps will make a big
difference:

• Your priority should be to GET OUT and STAY OUT;

• Leave belongings that are not immediately at hand
behind;

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• Follow the escape route and emergency exits signs to
get to safety;
• Feel closed doors or handles and never open doors that
are warm to the touch;
• If you must escape through smoke, get low and go
under the smoke. Close doors behind you;
• If smoke, heat or flames block your exit routes, stay in
the room with doors closed. Place a wet towel under
the door and call the emergency services. Open the
window and draw attention to yourself by wave a bright
coloured cloth.

Assembly Area
In case of fire, leave the building without hesitation. Consult
with your local BaseManager to have more information
about the meeting area of your BaseCamp.

Candles / Open Flames Policy

The use of candles, incense sticks and other devices using
an open flame, such as lamps and lanterns, is prohibited at
BaseCamp and are not permitted in any room or common
area.

In the case of a function or event on BaseCamp, authorization

for open flames must be granted by the local property
managers in advance. Authorization must be sought via
email a week prior to the event (please check your Welcome
Book for your local manager’s contacts).

Only upon reception of written confirmation by our team

will authorization be considered valid and approval only for
the specified dates, times and locations.

Open flame devices shall be lit only during the function and
must be immediately extinguished at the conclusion of the
function. Moreover, open flame devices must not be used
in close proximity to heat or smoke detectors or sprinkler
heads in such a way that the heat or smoke might activate

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All safety rules and procedures must be followed during
such occasions. Please read our Fire Safety policy for more
information.

People found in possession of candles or open flame

devices at BaseCamp will be asked to remove such items
from their rooms/open areas. Repeated instances of non-
compliance may result in disciplinary action.

Bicycles
All BaseCamp residents are eligible to make use of the free
bicycles provided at each property. Please contact your
property managers to find out more about how to get one.

• You remain responsible for the condition of BaseCamp

provided bicycle for the duration its use. We expect all
residents who have received a BaseCamp bike to take
care of it and return it in good conditions.
• Any repairs needed, whether as a result of normal usage
or due to an accident, are not to be carried out without
prior approval from BaseCamp.
• Stolen or irreparably damaged bikes will incur a
substitution fee.
• Ample bicycle storage facilities are provided at all
BaseCamp properties. You should use these to park your
bicycle and those of your guests. Unattended bicycles
parked in unauthorized areas will be moved without
notice.
• Parking/storing bicycles anywhere inside BaseCamp
buildings is not allowed (this includes bedrooms).
• If, during a periodic check, a privately owned bicycle is
judged by BaseCamp staff to have been abandoned, it
will be considered BaseCamp property. BaseCamp will
be entitled to rent, sell or dispose of such bicycles in any
way it sees fit.

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Parking
Parking is only permitted in designated areas and in
compliance with local regulations. When in doubt, please
talk to your local BaseCamp manager. Any unauthorized
vehicle parked in BaseCamp’s premises will be towed
without warning.

Policy Violation
 
Failure to comply with the rules and guidelines described
in this booklet may result in punishment. Penalties applied
can take the form of an official warning, a fine, a charge to
cover for any repairs that might be needed or, should the
infraction prove to be of a particularly serious nature, the
early termination of the tenancy agreement.

 
Policy Corrections and New Policies
Corrections to existing policies and new policies may be
added to the list without previous warning.

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