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Terms and Conditions

Terms and Conditions

1. 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.

2. 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 groups / project teams to ensure that contents are error free.

d. CEDARS will post up posters on CEDARS notice boards (three locations at the east, west and central campus).

e. Publicity materials can be posted two weeks before the activity commences and should be removed by the student groups 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.

3. Advice and Support on Financial Matters

CEDARS will NOT involve in any financial transactions or accounting work of the student group / project team.

4. 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.

5. 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 team for meetings to review the progress during the project implementation phase.

6. 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 groups / project teams 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.


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 HKUSU (students can enquire at CEDARS/ HKUSU 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; 




Annex 2
Conditions on Using Publicity Space
Banner 

 - Should not exceed 1m x 3m (2m x 3m for banner sites: “Bridge linking 5/F Knowles Building and the Old Library”, 0.7m x 3m for banner sites: “Hanging banner site outside Main Library Covered area” and “Covered walkway between Knowles Building/Main Library”) 

- 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. 

Directional Signs 

- Should not exceed A4 size 

- Should be placed along low walls, but not on railings 
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 the CEDARS. 

3. Cancellation of booking must be made to the CEDARS as soon as possible. 

4. Banners / directional signs must be removed not later than the day immediately following the last day of the booking period. The Estates Office will dispose of the publicity materials if they are not taken down accordingly and the student society 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 organization concerned will be required to meet the culminated costs of repair, cleaning and removal incurred. 


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 guidepaths (失明人士引導徑) and handrails. 

2. The backdrop, if any, should be 2.2m height and width not exceeding width of the counter, with one dimension only. 

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 hirer should be responsible for the tidiness and cleanliness of the venue. 

5. All materials used for the function must be removed not later than the day immediately following the last day of the booking period. 

6. No adhesive materials should be applied to the floor and glass panels. Failing to do so, the hirer 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 the CEDARS. 

9. Cancellation of booking must be made to the CEDARS as soon as possible. 

10. For electricity supply, users are welcome to plug-in the sockets provided. For any other electrical alteration work or wiring work, they 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. 


Terms and Conditions