Terms and Conditions
Terms and Conditions
Terms and Conditions
1. The Support to Student Groups (the “Service”) will only be
provided to the student group / project team listed above and according to the
submitted proposal.
2.
Booking of Rooms and Facilities
a.
CEDARS will support 5 applications per semester.
This includes booking of rooms, facilities and open space under the
administration of CEDARS; and booking of classrooms, campus space or other
facilities under the administration of Estates Office or other university units
for special functions that are open to students.
b.
Booking should be made by submitting a completed booking form to
CEDARS. An advance notice of at least 10 working days is
required.
c.
The student group / project team will be liable for the damages,
loss or improper handling of the equipment, facilities and venue.
d.
The student group / project team should be responsible for all
the necessary logistics, such as reporting at the venue on time.
e.
CEDARS will NOT reserve and provide venue for storage and
internal meetings of the student group / project team.
3.
Publicity Channels and Materials
a.
CEDARS will support 2 applications for booking of
publicity space (CEDARS notice boards and banner space, managed by other units)
per semester.
b.
Booking should be made by submitting a completed booking form to
CEDARS. An advance notice of at least 10 working days is
required.
c.
CEDARS will support 2 applications for promoting activities
through the weekly e-Newsletter of CEDARS per semester. It is the
responsibility of the student group / project team to ensure that contents are
error free.
d.
CEDARS will post up posters on CEDARS notice boards (in a few
designated locations on campus).
e.
Publicity materials can be posted two weeks before the activity
commences and should be removed by the student group / project team immediately
after the event is held.
f.
Use / display of CEDARS logo or name in any publicity material
is NOT allowed. Prior written approval is required.
g.
All publicity materials should be endorsed by CEDARS.
h.
The student group / project team should comply with the
University’s terms and conditions set out in Annexes 1 to 3.
4.
Advice and Support on Financial Matters
CEDARS will NOT involve in any financial
transactions or accounting work of the student group / project team.
5.
Ditch Disposable Campaign
The student group / project team is required
to adopt measures in stopping to buy for or distribute single use plastic water
bottles (1 litre or less in volume) to speakers or participants at any events,
and following the practices recommended by the Sustainability Office.
6.
Project Evaluation and Report
a.
The student group / project team is required to provide a detailed
report and evaluation within one month upon completion of the project
or before the designated submission date. The report should include:
-
An account of activities carried out;
-
Outcome(s) of the project;
-
Number of participants;
-
Feedback and evaluation by participants and overall evaluation on
the project;
-
The obstacles encountered and areas for improvement;
-
Three selected learning journals of the HKU students; and
-
Publications, video or photo CD, if any.
b.
If needed, CEDARS may also invite the student group / project team
for meetings to review the progress during the project implementation phase.
7.
Blacklist
a.
Violation of the terms and conditions and/or inappropriate
behaviour can and will lead to eviction. All core members of the related
student group / project team may be placed on the blacklist.
b.
Students who are placed on the blacklist will be suspended from
the support service by CEDARS in the following semester or academic year.
c.
The blacklist is only for CEDARS internal reference and will not
be published.
8.
Service Termination
a.
In general, this Service Agreement will be terminated automatically
after the end date of service provision.
b.
The student group / project team is expected to reach CEDARS
for advice and/or support during the service period. If there is no
service request within 6 months after commencement of service provision (if the
service period is longer than 6 months), the Service Agreement will be
terminated automatically. All core members of the student group / project
team may also be placed on the blacklist. If the student group / project
team wishes to make use of the service in future, application has to be
submitted again.
Annex 1
Regulations on Posting of Publicity Materials on Campus
While the University
encourages the organization of extra-curricular activities, it also must ensure
that the increasing volume of publicity materials will not cause damage to the
estate and create hazards to people on campus. In connection with the use of
publicity materials on campus, you are requested to observe the following:
A. There are certain designated places on campus for the display of
publicity materials such as banners, stands, posters, etc. Prior reservation
and permission have to be sought from the CEDARS or the CCSO (students can
enquire at CEDARS/ CCSO if they have queries on authorized locations for
publicity materials);
B. Notices of all kinds in unauthorized places such as inside the
lifts of University buildings, onto painted surfaces, windows, risers of
external and internal steps and stairs, etc., are not allowed. They will be
removed immediately by staff in the University;
C. Propaganda materials such as stickers/ sticky labels, glues/paints
on walls, doors, handrails, etc., are strictly forbidden;
D. Posters or notices should be put up on notice boards only;
E. All publicity materials must be removed immediately after the function
is over;
F. Please keep the area tidy and clean. Make sure that handouts,
leaflets etc. will not litter the area;
G. Safety should also be observed. For example, banners should be
securely fastened by cord or nylon strings so that they will not cause any
hazard and/ or inconvenience to passers-by and users of nearby buildings;
H. Failure to fulfil these requirements may result in the suspension
of any further booking of facilities under the administration of CEDARS, and/
or relinquishment of any financial awards/ subsidies made in connection with
the organization of activities.
Source of information:
Retrieved from https://www.cedars.hku.hk/activities/booking/regulation.pdf
Annex
2
Conditions
on Using Publicity Space
Banners
- Should
not exceed 1m x 3m in general. Different
sizes may apply to certain banner sites.
- Should
be securely and safely fastened by cord, nylon string etc, so that they will
not cause any hazard and/ or inconvenience to passers-by and users of nearby
buildings. The use of materials e.g. sticky tape, which cannot be thoroughly
removed and/ or may cause damage to the campus property, is strictly
prohibited.
Publicity Stickers
- Should
not exceed the approved area.
- Should
be securely placed on the area.
Note
1. The
material(s) must be removed immediately when the Tropical Cyclone Warning
Signal No. 8 or above is about to be hoisted as announced by the Hong Kong
Observatory.
2. Transfer
of booking is not allowed unless prior approval is given by CEDARS.
3. Cancellation
of booking must be made to CEDARS as soon as possible.
4. Banners
/ publicity stickers must be removed immediately after the function is over.
The Estates Office will dispose of the publicity materials if they are not
taken down accordingly and the party concerned will be charged a removal fee
of $200. Should any damage be caused to the property of the University as a
result of putting up the publicity materials or should any adhesive materials
be left, the party concerned will be required to meet the culminated costs of
repair, cleaning and removal incurred.
Source of information: Retrieved
from http://www.cedars.hku.hk/activities/booking/publicityregulation.pdf
Annex
3
Conditions
for Using Open Space
1. The
display boards, tables and other materials must be placed within the approved
area and must not block the nearby facilities for persons with a disability
such as the tactile guide paths (失明人士引導徑) and
handrails.
2. The backdrop, if any, should not exceed 2.2m
in height and its length should not exceed that of the counter.
3. All materials must be securely and safely
placed so as not to cause any inconvenience or potential danger to passers-by
or users of the area.
4. The party concerned should be responsible for
the tidiness and cleanliness of the venue.
5. All materials used for the function must be
removed immediately after the function is over.
6. No adhesive materials should be applied to
the floor and glass panels. Failing to do so, the party concerned will be held
responsible for the costs incurred in removing them.
7. The use of Public Address System is
restricted to 12:45 p.m. to 2:00 p.m. and the volume generated should be kept
at a reasonable level, i.e. at a level that the broadcast should only be heard
within the area of the counter.
8. Transfer of booking is not allowed unless
prior approval is given by CEDARS.
9. Cancellation of booking must be made to
CEDARS as soon as possible.
10. For electricity supply, users are welcome to
plug-in the sockets provided. Any other electrical alteration work or wiring
work MUST be carried out by a qualified electrician or the Estates Office
staff. Please contact Estates Office at 3917 2882 at least 3 working days prior
to the effective date for electricity supply and lighting arrangements.
Source of information: Retrieved from http://www.cedars.hku.hk/activities/booking/venueregulation.pdf