Student Development Services

Regulations of Student Activity Venues and Equipment

I. Regulations for the use of Student Activity Venues
A. Rules for the use of Multi-Purpose Rooms and Studios
B. Rules for the use of Music Rooms / Music Station / Band Room
C. Rules for the use of Dark Room
D. Rules for the use of Theme Rooms
II. Regulations for the use of Equipment & Furniture

I. Regulations for the use of Student Activity Venues

  1. All student activity venues are primarily for the use of students of the City University of Hong Kong.
  2. Users shall observe the opening hours of student activity venues. Any use of venues outside opening hours must be approved in advance by Student Development Services (SDS).
  3. Safety and Security
    1. Do not block or interfere with any emergency lighting, fire services devices, signage, escape routing and pedestrian flow.
    2. The stated seating capacity of the venues shall not be exceeded.
    3. The activities to be carried out shall be appropriate to the venue and pose no potential hazard to the University community. Users shall ensure the activities are conducted safely.
    4. Users are advised to safeguard their own belongings. SDS will not be responsible for any loss or damage to any personal property.
    5. Users are responsible for obtaining any necessary licenses for their functions.
    6. Observe and comply with all relevant statutory requirements, regulations ordinances and laws applicable in HKSAR.
  4. Use of Venues
    1. Users shall keep all venues clean and tidy.
    2. Users are responsible for reinstating the facility to its original condition immediately after use.
    3. Do not create excessive noise that may affect the normal activities on campus or cause nuisance to others.
    4. Smoking and gambling in any forms are prohibited in all venues.
    5. Commercial activity is not allowed in any venues.
    6. Prior approval of SDS must be obtained for any sales or fund-raising activities to be held in the venues.
  5. Equipment, Furniture, Fittings and Fixtures
    1. Do not post materials anywhere which may cause damage or stain to building fabrics such as window, ceiling, floor, wall, door, etc.
    2. Musical instruments, PA system, furniture and equipment of all venues must not be moved away without prior approval of SDS.
    3. Do not plug or unplug the wires of PA system without prior approval of SDS.
    4. Users shall be liable for any loss or damage to equipment, furniture and fixtures in the venue which may be caused by negligence, unintentional act, unauthorized maintenance or any other causes. Users shall bear the total cost incurred for repair or replacement.
  6. Display
    1. Present all banners, notices or promotional materials with name or logo of CityU and / or department and / or student societies with authorization for identification.
    2. Ensure the displays and all materials of the event comply with intellectual property rights.
    3. Do not disseminate or display information or material involving commercial value, profit-related nature and / or personal use.
    4. Try to make the event and / or display environmentally friendly.
  7. Food and Drink
    1. Only light snacks and non-alcoholic drinks are allowed.
    2. Meals, such as rice, pizza, pasta, cup noodles and fries, are not allowed.
    3. Consumption of alcoholic beverages is not allowed. Students who exhibit irrational behavior which causes fear or distress to others may be subject to disciplinary action.
    4. Users shall keep the environment clean and dispose of litter properly after consumption of snacks and drinks.
    5. Prior approval shall be sought in case that refreshment will be served in any venues.
  8. Booking
    1. Eligible users are required to observe the booking policies and procedures for respective venues.
    2. The person-in-charge of the event shall be present at the venue during the whole event in order to provide supervision, assist all users in using of facilities and equipment, and ensure the regulations will be adhered to.
    3. For any special request such as on-the-day booking, advance booking exceeding the entitled period and multiple or block booking for special functions, the applicant is required to send the request to SDS via e-mail (sormbook@cityu.edu.hk) or contact SDS counter during office hours.
    4. Booking of the venues is provided for University activities only. For non-University activities, a special request shall be sent to SDS via e-mail (sormbook@cityu.edu.hk). Confirmation of booking and hiring charges will be subject to SDS's approval.
    5. No change of use is allowed without prior written consent of SDS. Subletting of venues by users is strictly prohibited. Transferal of reservation among students, societies or to outsiders is not allowed.
    6. SDS reserves the right to arrange room swapping if necessary.
  9. Cancellation of Booking and No-Show Policy
    1. If a booking is no longer required, user must cancel the booking via the online booking system or by notifying SDS through email (sormbook@cityu.edu.hk). Cancellation must be submitted at least 5 hours before the scheduled event.
    2. Booking will be cancelled when Black Rainstorm Signal, Pre-No. 8 Typhoon Warning Signal or above is issued. All activities shall be terminated as soon as practicable. Please refer to the Adverse Weather Arrangements of the University for details.
    3. Users shall report to the Service Counter of Flow Centre (G200, G/F, Li Dak Sum Yip Yio Chin Academic Building) before the scheduled event. If user fails to honor the reservation by not checking in the venue within first 15 minutes of the reserved period, the booking will become null and void and it will be considered as “no-show”.
    4. For a third “no-show” violation, the concerned users will be withdrawn from the privilege of reserving both venues and equipment of SDS for one month.
    5. For a forth “no-show” violation and above, the concerned users will be withdrawn from the privilege of reserving both venues and equipment of SDS for three months or more.
    6. The no-show records will be counted from January to December on an annual basis.

  10. SDS reserves the right to refuse a booking, to remove and dispose of any material, or to immediately stop any activities for safety, hygienic or statutory reasons, or for non-compliance with the stated rules and regulations without prior notice.
  11. Users who fail to observe the aforesaid regulations and / or specific regulations for use of certain venues (if any) may be debarred from booking and using the venues and / or borrowing furniture or equipment. The misbehavior may also be reported to authorities concerned for appropriate disciplinary action.

(Updated: June 2016)

A. Rules for the use of Multi-Purpose Rooms and Studios

  1. Eligible Users
    Registered student societies of City University of Hong Kong are eligible to reserve Multi-Purpose Rooms and Studios for organising student activities (Studios are preferred for dancing performance & practice). CityU staff is also eligible to reserve the venues for University functions.
  2. Opening Hours
    The opening hours are from Monday to Sunday, 09:00 to 22:50.
  3. Booking
    1. Prior booking shall be made online through the Venue and Classroom Booking in CityU Portal.
    2. Users can also view or cancel their reservations online via the same system.
    3. Users can reserve the venues up to three months in advance.
    4. On-the-day booking is not available.
  4. Use of Multi-Purpose Rooms and Studios
    1. Users shall approach the Service Counter of Flow Centre (G200, G/F, Li Dak Sum Yip Yio Chin Academic Building) with their student I.D. cards before using Multi-Purpose Rooms and Studios.
    2. Transferal of reservation among students, societies or to outsiders is not allowed.
    3. Users shall not bring along any outsiders without prior permission.
    4. Users shall not leave the room unattended at anytime during the reserved period.
    5. Any damage to or malfunction of equipment, furniture or fixtures in the rooms shall be reported to SDS at once. In case of misuse or negligence, users will be held responsible for the total cost incurred for repair or replacement.
  5. Cancellation of booking
    If a booking is no longer required, user must cancel the booking via the online booking system or by notifying SDS through email (sormbook@cityu.edu.hk). Cancellation must be submitted at least 5 hours before the scheduled event.
  6. Users shall also comply with the Regulations for the use of Student Activity Venues.

(Updated: June 2016)

B. Rules for the use of Music Rooms / Music Station / Band Room

  1. Eligible Users
    Students of the City University of Hong Kong are eligible to reserve Music Rooms / Music Station / Band Room for music activities or band practice.
  2. Opening Hours
    The opening hours are from Monday to Saturday, 09:00 to 21:00. The venues will be closed on Sunday & Public Holidays.
  3. Booking
    1. Prior booking shall be made online through the SDS Student Activity Venue Booking in CityU Portal.
    2. Users can also view or cancel their reservations online via the same system.
    3. All available time slots will be reserved on first-come-first-served basis.
    4. Users can reserve the venues up to thirty days in advance.
    5. The duration of each session is one hour. All sessions start on the hour, e.g. 09:00, 19:00.
    6. The quota of reserving time slots for each user is four hours per three days.
    7. Each user will be given an annual reservation allotment of 450 hours.
    8. Users must show up within the first 15 minutes of the reserved period. Otherwise, the reservation will become null and void automatically. Only Music Rooms and Music Station will be released and the user will not be able to reclaim the reserved timeslot. Walk-in users are eligible to use the venue on first-come-first-served basis by reporting at the Service Counter of Flow Centre (G200, G/F, Li Dak Sum Yip Yio Chin Academic Building) during its opening hours.
  4. Use of Music Rooms / Music Station / Band Rooms
    1. Users shall check in the reserved room by presenting their student I.D. cards at the card reader outside the room.
    2. Transferal of reservation among students, societies or to outsiders is not allowed.
    3. Users shall not bring along any outsiders without prior permission.
    4. Only music related activities shall be carried out in Music Rooms, Music Station and Band Room. Meeting, studying and dancing are not allowed.
    5. Users shall not use Music Rooms / Music Station / Band Room for private teaching of musical instruments.
    6. Student societies who wish to use Music Rooms / Music Station / Band Room for conducting courses shall obtain prior permission from SDS.
    7. Users shall not leave the rooms unattended at anytime during the reserved period.
    8. Users shall not move the musical instruments in Music Rooms / Music Station /Band Room without prior permission.
    9. Users shall study the operating instructions before using any equipment. Keep the volume down and switch the equipment off after use.
    10. Any damage to or malfunction of musical instruments, furniture or fixtures in the rooms shall be reported to SDS at once. In case of misuse or negligence, users will be held responsible for the total cost incurred for repair or replacement.
  5. Cancellation of booking
    If a booking is no longer required, user must cancel the booking via the online booking system or by notifying SDS through email (sormbook@cityu.edu.hk). Cancellation must be submitted at least 5 hours before the scheduled event.

    6. Users shall also comply with the Regulations for the use of Student Activity Venues.

(Updated: May 2015)

C. Rules for the use of Dark Room

  1. Eligible Users
    Students of the City University of Hong Kong who have been recommended by Photographic Society are eligible to reserve the Dark Room.
  2. Opening Hours
    The opening hours are from Monday to Saturday, 09:00 to 21:00. The venues will be closed on Sunday & Public Holidays.
  3. Booking
    1. Prior booking shall be made online through the SDS Student Activity Venue Booking in CityU Portal.
    2. Users can also view or cancel their reservations online via the same system.
    3. All available time slots will be reserved on first-come-first-served basis.
    4. Users can reserve the venue up to thirty days in advance.
    5. The duration of each session is one hour. All sessions start on the hour, e.g. 09:00, 19:00.
    6. The quota of reserving time slots for each user is four hours per three days.
    7. Each user will be given an annual reservation allotment of 450 hours.
    8. Users must show up within the first 15 minutes of the reserved period. Otherwise, the reservation will become null and void automatically. The venue will be released and the user will not be able to reclaim the reserved timeslot.
  4. Use of Dark Room
    1. Users shall check in the reserved room by presenting their student I.D. cards at the card reader outside the Dark Room.
    2. Transferal of reservation among students, societies or to outsiders is not allowed.
    3. Each user can bring along a maximum of two CityU students to use the Dark Room. The user shall be responsible for their conducts during the stay at the Dark Room.
    4. Student societies who wish to use the Dark Room for conducting courses shall obtain prior permission from SDS.
    5. Users shall not leave the room unattended at anytime during the reserved period.
    6. Users shall study the operating instructions before using any Dark Room equipment. The equipment shall be handled with great care.
    7. All electrical appliances shall be kept away from water and switched off when not in use.
    8. Users shall consider wearing protective items such as rubber gloves, apron or laboratory gown if necessary.
    9. All chemicals stored at the Dark Room shall be labeled clearly. For environmental protection, all chemical wastes must be poured into the designated containers inside the Dark Room.
    10. User must restore all equipment to their proper positions and clean up the Dark Room thoroughly after use. Accessory is not allowed to be taken away.
    11. SDS staff may conduct inspection when necessary.
    12. Any damage to or malfunction of equipment, furniture or fixtures in the room shall be reported to SDS at once. In case of misuse or negligence, users will be held responsible for the total cost incurred for repair or replacement.
  5. Cancellation of booking
    If a booking is no longer required, user must cancel the booking via the online booking system or by notifying SDS through email (sormbook@cityu.edu.hk). Cancellation must be submitted at least 5 hours before the scheduled event.
  6. Users shall also comply with the Regulations for the use of Student Activity Venues.

(Updated: May 2015)

D. Rules for the use of Theme Rooms

  1. Eligible Users
    Registered student societies or groups of City University of Hong Kong are eligible to reserve Theme Rooms at the Flow Centre in Li Dak Sum Yip Yio Chin Academic Building for organising student activities that align with the theme of respective venues.
  2. Opening Hours
    The opening hours (for walk-in use) are from Monday to Saturday, 09:00 to 21:00. The venues will be closed on Sunday & Public Holidays.
  3. Theme / Target Activities
    The following theme rooms are established to promote special target activities initiated by and / or for students of City University of Hong Kong.
  4. Room No. Venue Theme / Target Activities
    G302 Soul Talk Personal Growth and spiritual development
    G304 Service Learning Community Service
    G313 Planet Intellectual Development
  5. Booking
    1. Prior booking shall be made in writing. The completed application form with all necessary details and information shall be submitted to the Service Counter of SDS (6/F, Amenities Building) or Service Counter of Flow Centre (G/F, Li Dak Sum Yip Yio Chin Academic Building) for processing at least seven working days prior to the schedule event. Late applications will not be considered.
    2. Booking for activities not related to the above themes will not be considered. Booking by external organization will not be entertained.
    3. Users can reserve the venues up to one months in advance.
    4. All available time slots will be reserved on first-come-first-served basis.
    5. All sessions are available on hourly interval and start on the hour, e.g. 09:00, 19:00. Time for setting up and dismantling work of the venue shall be included in the reservation period.
    6. Email confirmation will be sent to successful applicants.
    7. Users must show up within the first 15 minutes of the reserved period. Otherwise, the reservation will become null and void automatically. The venue will be released and the user will not be able to reclaim the reserved timeslot.
  6. Use of Theme Rooms
    1. Users shall check in with their student I.D cards. For safety, please keep the email confirmation while using Theme Rooms.
    2. Transferal of reservation among students, societies or to outsiders is not allowed.
    3. Users shall not bring along any outsiders without prior permission.
    4. Users shall not leave the room unattended at anytime during the reserved period.
    5. The use of theme rooms shall be consistent with academic ambience, compliant with safety and security requirements, and primarily for organization of the target activities without causing offence to members of CityU.
    6. Any damage to or malfunction of equipment, furniture or fixtures in the rooms shall be reported to SDS at once. In case of misuse or negligence, users will be held responsible for the total cost incurred for repair or replacement.
    7. No refreshment and drinks is not allowed in the room except special approval in advance.
  7. Cancellation of booking
    If a booking is no longer required, user must cancel the booking by notifying SDS through email (sormbook@cityu.edu.hk). Cancellation must be submitted at least 5 hours before the scheduled event.
  8. Users shall also comply with the Regulations for the use of Student Activity Venues.

(Updated: June 2016)

II. Regulations for the use of Equipment & Furniture

  1. All equipment and furniture provided by SDS are primarily for the use of student activities of the City University of Hong Kong.
  2. Eligible Users
    Registered student societies of City University of Hong Kong are eligible to reserve equipment and furniture provided by SDS for organising student activities.
  3. Booking
    1. Before online booking, users must check with the items provided in the rooms through General Information of Student Activity Venues and Facilities Managed by SDS.

    2. Prior booking shall be made online through SDS Student Activity Equipment Booking in CityU Portal.

    3. Users can also view or cancel their reservations online via the same system.
    4. Users can reserve equipment and furniture two months in advance.
    5. Subletting of equipment and furniture is strictly prohibited.
  4. Use of Equipment & Furniture
    1. Users shall approach the Service Counter of Flow Centre (G200, G/F, Li Dak Sum Yip Yio Chin Academic Building) with their student I.D. cards and the booking slips for collection and return of items.
    2. Transferal of reservation or the borrowed items among students, societies or to outsiders is not allowed.
    3. The available time for collection and return of items is from 10:30 to 19:00 (Monday to Friday) and from 10:30 to 14:00 (Saturday), except Sunday & Public Holidays.
    4. All reserved items of a booking shall be collected and returned altogether.
    5. The transportation of equipment and furniture between store rooms and event venues shall be arranged by users.
    6. For display boards, users shall remove all publicity materials and tapes immediately at the expiry of the reserved period. SDS will not be responsible for the keeping any publicity materials.
    7. Users shall return all borrowed items on or before the due date.
    8. All equipment and furniture shall not be moved out of Campus without prior approval of SDS.
    9. Any damage to or malfunction of equipment and furniture shall be reported to SDS at once. In case of misuse or loss, users will be held responsible for the total cost incurred for repair or replacement.
  5. Blacklisting Policy
    For users who have lost, damaged or failed to return any borrowed items on due date, the concerned users will be withdrawn from the privilege of reserving both venues and equipment of SDS.
    User will be continued withdrawn from this privilege for 1 month even all borrowed items have been returned, replace or repaired.
  6. Cancellation of booking
    If a booking is no longer required, user must cancel the booking via the online booking.

(Updated: June 2016)