How does it work?

A transfer from A to Z

1. The application

The first step, if you want to receive equipment, is to follow this form. The only conditions to apply are the following:

  • to have an affiliation to an educational institution (school, university or research lab).
  • to have a credible lack or need of devices.
  • to have a clear usage plan (with the infrastructure and the skills to use the device).

2. The match-making

Our match-making team regularly check if we have a match between our requests and our donations. When that happen, they will check in our storage if the equipment you need corresponds with what we have been donated.

You will then be contacted.

3. The contact with the case-leader

You will be contacted by one of our members from our case management team, who will be your case-leader until the end of the process.

The case-leader have several missions:

  • Receiver screening: They will make sure that you need this equipment and will use it for education or research purposes.
  • Clarify funding for shipment: As we are a non-profit organization, we do not have funding to finance the shipment. You need to provide funding for (at least) the transport costs. Your case-leader will weigh the equipment and give you an estimation of the shipment price. In case of lack of funding, EquipSent can provide a letter of support to facilitate grant applications. 
  • Research potential legal obstacles (e.g. embargoes, political instabilities), shipping possibilities & identify potential social impact

The case-leader will then decide if the transfer is feasible or not.

If yes, they will proceed to the transfer.

4. The transfer

Donation forms will be filled by the donors and the receivers.

The case-leader will find suitable means of shipping and packaging, protecting the equipment during the transportation.

You will receive an invoice and when this will be paid, the package will be sent.

5. The follow-up

Once you receive the package, we kindly ask you to take pictures of the equipment in use and to send them to us. Note that these pictures will be used on our website and social media.

We will keep contact with you and collect yearly reports to make sure that the equipment is still in use and still functional.