(For Inland Revenue Department Recognized Charitable Organizations) Terms and Conditions for Reservation of Wang Gungwu Lecture Hall and Seminar Rooms

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1 Graduate House The University of Hong Kong Terms and Conditions for Reservation of Wang Gungwu Lecture Hall and Seminar Rooms 1. Reservation of a venue is considered on a case-by-case basis and on the principle that University activities shall not be affected by the functions. Venue reservation will not be confirmed unless the completed application form is received. Before a reservation is made, users may check the venue availability or request for a site visit by calling the Graduate House Office at /1810 or ing to gradhse@hku.hk. 2. Amendment on a reservation, if required, must be submitted to the Graduate House Office in writing at least 7 working days prior to the scheduled programme commencement date. Confirmation of the amendment(s) is subject to availability. Any amendment(s) submitted less than 7 working days may not be considered. 3. Venue Cancellation Policy: The venue cancellation policy applies to all reservations and all contracted events. Should there be any cancellation of the booking; hirer has to inform Graduate House at least 6 weeks prior to the commencement of the event via (gradhse@hku.hk). Notice of cancellation given in writing more than 6 weeks prior to the hire date will incur no penalty and booking charges will be reimbursed in full. Cancellation within 6 weeks prior to the event will incur the cancellation fee equal to 50% of rental charges. Cancellation within 7 working days to the event will incur the cancellation fee equal to 100% of rental charges. 4. Public Liability Insurance The Hirer of the external bodies, shall at his own expenses, take out and keep in full force a Public Liability Insurance covering personal injury and/or property damage to any person (include the participants, employees of the Hirer or the Hirer s agents) arising out of the performance of any work or activity by the Hirer at liability limit of no less than HKD10,000,000 any one accident and unlimited during the period of insurance. The Hirer shall provide a copy of the policy to the University for verification before using of the Venue. 5. The role of The University of Hong Kong (or the Graduate House) is solely a venue provider. If the User of the venue adds the name, logo, photo or any symbol of The University of Hong Kong unto their programme materials, without the consent of the University, in the way that it causes misconception that the programme itself is associated with the University, which is in fact untrue and misleading, the House and/or the University reserves the right to take the following actions whichever regarded as appropriate: a. terminate the venue booking immediately without compensating any loss to the User, b. forfeit the rental deposit, c. issue a warning letter d. blacklist the User for future bookings e. inform the relevant department, organization or company for considering actions to be taken, f. take legal action 6. Users reserving Wang Gungwu Lecture Hall are entitled to 2 free car park e-coupons. Users shall inform the Graduate House Office of the vehicle s license number when submitting the application form. 1

2 7. The seating capacity of the booked venue must not be exceeded, and users are required, if necessary, to implement plans to control the number of participants in the venue to ensure that the capacity is not exceeded. 8. Refreshments of any kind are not allowed to be served or consumed in the booked venue without prior approval of the Graduate House. Smoking is not allowed in the entire campus, including the Terrace, Foyer, Lecture Hall and Seminar Rooms of the Graduate House. 9. Furniture cannot be moved in or out of the booked venue without prior approval of the Graduate House. 10. Users shall not affix any adhesive material onto, or drive nails, tacks or spikes into the wall, floor, fixture, fitting or furniture at any part of the Graduate House premises. 11. Installation of temporary structures and/or additional electrical, lighting and AV equipment are not permitted within the booked venue. 12. Users are responsible for the cleanliness of the booked venue and must tidy up the venue at the end of the booking. A service charge may be against the User for cleaning any leftovers not removed by the User. 13. Users shall indemnify the Graduate House for all losses, costs, claims, and expenses which the Graduate House may incur or suffer, and against all actions, claims or demands made by any person, arising from the act or negligence of the User, his or her guests or any other third party. 14. Graduate House reserves the right to terminate any booking which may cause damage to any part of the Graduate House premises, affect the University s normal activities, or against any of the regulations stated herein. Graduate House also reserves the right to forfeit the charges in full or in part by the User. 15. In line with the University policy on the cancellation of classes and examinations, when Tropical Storm Warning Signal No. 8 (or above) or the Black Rainstorm Warning Signal is hoisted, all bookings will be cancelled automatically, without separate and/ or further announcements, according to the following schedule: (a) If either of the warnings is hoisted or in force at or after 6:00 am, all bookings starting before 2:00 pm will be cancelled automatically. (b) If either of the warnings is hoisted or in force at or after 11:00 am, all bookings starting at any time from 2:00 pm and before 6:00 pm will be cancelled automatically. (c) If either of the warnings is hoisted or in force at or after 3:00 pm, all bookings starting from 6:00 pm onward will be cancelled automatically. [Note: booking starting time refers to the starting time of the actual booking, not the starting time of the function concerned.] 16. As separate announcements will not be made by Graduate House, the User must inform all participants of the cancellation by his or her own means. 17. When the Tropical Storm Warning Signal No. 8 or above is hoisted in the middle of the function, it should be terminated immediately, but in the case of Black Rainstorm Warning Signal, the function will be allowed to continue as scheduled. 18. Refund will be made for all bookings cancelled under Regulations 14 to 16 above. 2

3 VENUE CHARGES Wang Gungwu Lecture Hall Time Slots Jan Apr & Sep Dec May Aug HKU IRDRCO PMO HKU IRDRCO PMO 9:00am 1:00pm $3,000 $6,300 $8,400 $2,400 $5,040 $6,720 2:00pm 6:00pm $3,200 $6,600 $8,800 $2,560 $5,280 $7,040 6:30pm 10:30pm $2,800 $6,000 $8,000 $2,240 $4,800 $6,400 9:00am 6:00pm $5,580 $11,610 $15,480 $4,460 $9,290 $12,380 Any 2 hours $2,100 $4,300 $5,700 $1,680 $3,440 $4,560 *Per additional hour $800 $1,650 $2,200 $800 $1,650 $2,200 Note: 1) IRDRCO: Inland Revenue Department Recognized Charitable Organizations 2) PMO: Profit Making Organizations Seminar Room P5-01 Seminar Room P5-03 Time Slots HKU IRDRCO PMO HKU IRDRCO PMO 9:00am 1:00pm $825 $1,240 $1,650 $900 $1,350 $1,800 2:00pm 6:00pm $880 $1,320 $1,760 $960 $1,440 $1,920 6:30pm 10:30pm $770 $1,155 $1,540 $840 $1,260 $1,680 9:00am 6:00pm $1,530 $2,300 $3,060 $1,670 $2,510 $3,340 Any 2 hours $440 $660 $880 $480 $720 $960 *Per additional hour $220 $330 $440 $240 $360 $480 Foyer Time Slots HKU IRDRCO PMO Any 4 Hours $350 $550 $550 Applicants can use the foyer for registration counter without any fee. For purpose other than the above, a charge would be required. Packages for renting conference facilities (Wang Gungwu Lecture Hall plus at least one Seminar Room) (1) If a hirer of Wang Gungwu Lecture Hall rents either one of the two seminar rooms simultaneously, the charge for renting the seminar room can be discounted by 10% off. (2) If a hirer of Wang Gungwu Lecture Hall rents both seminar rooms simultaneously, the charge for renting the seminar rooms can be discounted by 15 off. 3

4 Payment Instructions I) Deposit Except for University parties, all other parties are required to pay a deposit of 50% of the total charges once the application has been confirmed. Failure to pay the deposit within 5 working days after the date of confirmation or as stated in the confirmation letter will result in cancellation of the reservation. II) Outstanding Charges All parties must settle the outstanding charges at least one week prior to the commencement of the programme; otherwise the reservation will be cancelled without further notice and the charges paid will be forfeited and the venue will be allocated to other applicants. II) Methods of Payment A) For Non-HKU Users: 1) Please pay the charges to the University of Hong Kong s account with the Hong Kong and Shanghai Bank Corporation (Hong Kong Bank) No.: by: i) either using the Hong Kong Bank s pay-in slip. Fill in the account number and the cash amount and pay at any branch of the Hong Kong Bank; or ii) using the ETC machine to transfer the exact amount into the above account number; or iii) using a crossed cheque made payable to The University of Hong Kong. Please enclose the name of the party and the above account number on the back of the cheque. 2) The applicant is required to return the original customer copy of the validated pay-in slip to the Graduate House Office either by fax ( ) or by mail to the following address: P101, Graduate House No.3 University Drive The University of Hong Kong Hong Kong 3) As the validated pay-in slip is the proof of payment, failure to return the pay-in slip to the Graduate House Office would be equivalent to failure of settling the charges on time. This would result in cancellation of the reservation without further notice. 4

5 2017/2018/GH Ref. No.: Graduate House The University of Hong Kong Lecture Theatre and Seminar Room Reservation Form The completed form (original copy) should be returned to the P101, Graduate House Office, No. 3 University Drive, The University of Hong Kong, Hong Kong. Enquiries: Tel.: (852) Fax.: (852) gradhse@hku.hk Dept/Office Address Contact Person Position Tel / Fax No./ / / Name of Program (Please attach program materials e.g., promotional leaflets, posters, etc.) Participants Estimated No: I. Booking Period Venue Date Start time End time Charges Subtotal Notes: 1. Set-up and rehearsal time must be included in the booking and is subject to the above charge rate. 2. Booking time should be stated on an hourly or half-hourly basis. 3. The above charge rates are effective starting from 1 Sep No other audio-visual equipment can be used without the permission of the Management of Graduate House. 5. Applicants may request to use the foyer for setting up registration counter. For purpose other than the above, a charge of HK$550 per 4 hours would be required. Please inform our staff when submitting the application. 6. Please call /1810 to arrange for site visits.

6 II. AUDIO-VISUAL EQUIPMENT / SERVICES FOR WGW LECTURE HALL Facilities / Services included 1 wired table mic 2 wireless mics overhead projection data projection WGW Lecture Hall Additional AV Equipment/Service Charges (Users please choose the required equipment by checking the preference boxes below) Item Charge (per item) Quantity Required Charge Subtotal 1 Wired Mic ( Max. 4 pcs ) $200 2 Wireless Mic ( Max. 2 pcs, Handheld and 1 pcs, Clip-on ) $300 3 (1) Video Projection (VCD/ DVD ) $300 4 Sound Feed $150 5 (1) Audio Playback (CD/MP3) $100 6 (1) Simultaneous Interpretation System ( 1 Language ) $3000 7(2) Technician Support Service (09:00-22:00) (Saturday, Sunday & Public holidays: Minimum 2 hours required PLUS two travelling hours per technician) $400 / hr Total Charge Remarks (1) Technician support service from Graduate House is required. (2) Provision of technician support service is subject to the availability of staff resources and at the sole discretion of Graduate House. Rental Charges HK$ AV Equipment / Service HK$ Others HK$ Total Amount HK$ III. DECLARATION 1. I fully understand and accept the terms listed in the Notes for Reservation of the WGW Theatre and Seminar Rooms. 2. I agree that the above payment will be settled on the date(s) required by the Graduate House otherwise the reservation will be cancelled and the deposit will be forfeited. / / Signature of Applicant Name of Applicant Date (With Office Chop)