Regulations of Hiring Venues at the Hong Kong Red Cross Headquarters

Transcription

1 Regulations of Hiring Venues at the Hong Kong Red Cross Headquarters (The English version shall always prevail in case of any discrepancies or inconsistencies between English and its Chinese translation) Page 1

2 1. Interpretations HKRC means Hong Kong Red Cross HKRC HQs means Hong Kong Red Cross Headquarters on 19 Hoi Ting Road, West Kowloon Applicant means any person on behalf of the Organization and the Organization to book and/or use the HKRC HQs venues and facilities Function means any activities carried out in the rented venue(s) in HKRC HQs Hired Venues mean the room(s) or the venue(s) in HKRC HQs that the Applicant applies to hire for his/her Function and such hiring is approved by HKRC 2. The HKRC reserves the right, at its discretion, to approve, reject applications, as well as withdraw its approval, without giving any reason in any circumstances. Lecture Room 101 on the first floor is equipped with additional telecom infrastructure and may be converted into a backup call centre for emergency. The HKRC may at its discretion cancel a confirmed booking of this venue without advance notice should the Room and the facilities be urgently required by the HKRC for its emergency services or for other over-riding and compelling reasons and the hirer will receive 100% refund. The Applicant may consider hiring another venue for the event subject to availability. 3. The Hong Kong Red Cross ( HKRC ) reserves the right to demand the Applicant to suspend or discontinue any Function at any time during the hiring period if any terms of these Regulations of Hiring Venues at the Hong Kong Red Cross Headquarters are deemed to be violated or if the Function disturbs the normal operation of HKRC or the works of its staff. In such circumstances, no refund will be made. 4. The Function to be held in the Hired Venues must not violate the 7 Fundamental Principles of the Red Cross / Red Crescent Movement, namely, Humanity, Impartiality, Neutrality, Independence, Voluntary Service, Unity and Universality. For details of the 7 Fundamental Principles, please refer to 5. The HKRC accepts no responsibility for all activities organized by the Applicant in the hiring venue. 6. The Applicant shall ensure that the activities in the Hired Venues are as stated in the application form and comply with all legal requirements and all laws of Hong Kong. The Applicant shall ensure observance of the regulations stated herein and laws of Hong Kong by himself and/or his/her representative(s), employee(s), agent(s) or invitee(s). No unlawful activity is allowed on all areas of HKRC HQs premise under all circumstances. The Function shall not cause disturbance and/or disruptions to the other HKRC HQs activities and to the works of HKRC staff. 7. In case the Function overruns beyond the hiring period, the HKRC reserves the right to charge additional fees, on hourly or a pro rata basis, for the time in excess of the hiring period. 8. The Applicant is required to indicate the estimated number of participants of the Function in the application. The Applicant shall take all necessary and appropriate measures to ensure that the stated capacity of the Hired Venues is duly observed and that Hired Venues not be overcrowded at any time. Page 2

3 9. The Applicant shall never publicize, promote, campaign, or advertise the Function by bearing the name of the HKRC or the HKRC HQs; nor hinting any relations or connections with the HKRC or the HKRC HQs except for the mere mentioning of address of the Hired Venues. Applicant is requested to present the receipt of payment for verification on the date of booking. Without prior written approval by the HKRC, the Applicant should not use any area(s) other than the Hired Venues, including but not limited to corridor, staircase and hall in HKRC HQs. If the Applicant uses or enters any area(s) other than Hired Venues without prior written approval from the HKRC, the Applicant is liable for all possible losses and damages. The Hired Venues should be kept clean and tidy. 10. The Applicant should only use the provided or rented equipment and facilities in the Hired Venues and is responsible for reinstating the equipment and facilities to their original conditions immediately after use. The Applicant shall use such equipment and facilities in a careful and proper manner, while no alterations, modifications, attachments and/or additions to the facilities and equipment are allowed. 11. The Applicant may stick, mount or post materials only on designated areas as approved by HKRC. Otherwise, the Applicant should not do so on any other areas which may cause damages or stains to building fabrics including but not limited floor, wall, ceiling, etc. 12. Cooking or serving of food or beverage will not be allowed in any Hired Venues or corridors in HKRC HQs except with special and prior approval by the HKRC. Special cleaning charge may be levied. The consumption of alcoholic drinks is not permitted anywhere in HKRC HQs except with prior permission from the HKRC. 13. Smoking is strictly prohibited in all areas of the building of the HKRC HQs, including the Hired Venues and will be a violation to the laws of Hong Kong under the Smoking (Public Health) Ordinance, Cap The use of any smoke, flame or explosion or devices or substances causing smoke flame or explosion to create effects, party cannons, confetti cannons and/or confetti shooters alike are prohibited in the Hired Venues and any areas on the premise of the HKRC HQs. 15. Gambling is strictly prohibited in all areas of the building of the HKRC HQs, including the Hired Venues. 16. Without prior approval of the HKRC, sales activities including but not limited to sales of goods/souvenirs/articles/programs/services and cash transaction of all kinds are strictly refrained to be held in the Hired Venues and any other area(s) of the HKRC HQs. 17. The Applicant shall not sublet any part of the Hired Venues and/or facilities applied by him/her. 18. No complimentary parking will be available to the Applicant, his/her representatives, employees, agents or invitees. 19. No pets, animals or livestock are permitted inside the HKRC HQs except for guide dogs. Page 3

4 20. The HKRC will not be responsible for any personal injuries, damages or loss of belongings to the event participants. The Applicants should obtain appropriate insurance coverage at their own expenses. 21. The HKRC will not be held liable for any damage(s) or loss(es) of luggage and personal belongings that are brought to the Hired Venues and left therein. 22. The Applicant should have placed appropriate insurance to cover all eventualities during the use of the Hired Venues including third parties liabilities etc, and to be responsible for the safety of its participants. 23. If the Applicant need to set up stage equipment, backdrop or any set up similar to these in the Hired Venues, it is mandatory to procure Contractors All Risks. The insurance shall be procured with a minimum limit of indemnity of HK$5 million with the Insured of the policy in joint names with Hong Kong Red Cross and include a Cross Liability Clause. The limit of indemnity is subjected to the contract sum of the work. The Applicant shall submit a copy of the Certificate of Insurance upon approval of the application. 24. Neither the HKRC nor its employees shall be liable for any claim of loss and/or damage due to malfunction equipment or services howsoever caused. The Applicant may receive a refund to the exact amount of hiring fee of the unavailable equipment and/or services. 25. The HKRC shall not be responsible for any losses or damages arising from the interruption or cancellation of the Functions caused by whatsoever reasons, including failure of supply of electricity, and typhoon, etc. 26. The Applicant shall indemnify the HKRC against all claims, actions, proceedings, demands, costs and expenses arising therefrom or in connection with the Functions. 27. The Applicant shall remove all properties including but not limited to decorative, promotional and packing materials that he brought from the Hired Venues and any other areas of HKRC HQs before departure. If any property or materials belonged to the Applicant are found in any area(s) of the HKRC HQs, the HKRC may remove or store the same in such manner as they consider necessary, and on demand, the Applicant shall reimburse the HKRC of the total costs incurred by such removal and storage. 28. The Applicant shall pay to the HKRC on demand the cost of reinstating, cleaning, or replacing any part of any equipment, property, fixtures or facilities on the premise of HKRC, which have been lost, damaged, destroyed, stolen, removed or made dirty during the hiring period by the Applicant himself, his/her representative(s), employee(s), agent(s) or invitee(s). 29. Notice of Payment will be issued to the successful Applicant within 7 working days upon application. Full payment should be settled within 2 weeks after the application is confirmed; otherwise, the booking will be cancelled automatically. The Applicant can settle the payment either by cheque or by depositing the full amount to our designated bank account. For payment by bank transaction, bank receipt and the Notice of Payment should be sent Page 4

5 by fax ( ) or by to the HKRC as confirmation. For payment by cheque, a crossed cheque made payable to the Hong Kong Red Cross should be presented to the HKRC, while post-dated cheque or cash will not be accepted. 30. Where the application fees have been paid in full by the Applicant and the confirmed booking is cancelled by the Applicant for reasons of other than situations mentioned in the Clause 8 above, such cancellation request shall be made in writing to the HKRC at least 10 working days before the hire date. Cancellation by phone call is not accepted. The refund will be made on a pro rata basis according to the notice of cancellation received as below: Notice of Cancellation Received Ratio of Refund Less than 10 days 0% 10 to 29 days 25% 30 to 59 days 50% 60 days and above 80% 31. The HKRC HQs will be closed when Tropical Cyclone Warning Signal ( TCWS ) No. 8 or above is hoisted and in force and will be re-opened 2 hours after TCWS No. 8 or above is lowered or cancelled. Should the booking be cancelled due to bad weather conditions or other unforeseen situations, the Applicant may re-schedule the booking or receive a refund not exceeding the exact hire fee paid of the booking: When TCWS No. 8 is in force, or is expected to be issued within the next two hours as announced by the Hong Kong Observatory before the commencement of a booking, the booking will be correspondingly cancelled without any notice to the Applicant and the application fee paid will be refunded in full to the Applicant; When TCWS No. 8 is issued during function is progress in the Hired Venues, the HKRC shall inform the Applicant of such announcement and request the Function to be suspended. In these circumstances, the hirer can re-schedule the unused hiring period that remains within the next immediate 12 months from the booked date, subject to availability of the booked venue. Any unused hiring period is counted by rounded hours. For example, if the unused hiring period is 2 hours 30 minutes, the Applicant shall only be able to reschedule 2 hours of unused hiring session; if the unused hiring period is 2 hours 31 minutes, the Applicant shall be able to reschedule 3 hours of unused hiring session. 32. HKGCC reserves the final right of discretion in case there is any dispute. Page 5