New Booking Arrangement for Use of University Venues by External Parties
Dear Colleagues,
Recently, cases have been reported in which venues on the Taipo Campus have been booked and claimed by staff for outsiders to organize external events that ultimately do not involve the participation of the university unit (host, co-host, or audience). The themes or purposes of some of these events might not align with the university's purposes. It has put the University at risk in undesirable conditions, as the University is accountable for the proper use of the Campus under the Land Lease of the HKSAR Government. As such, the venue booking procedures for “joint function with outsiders” and “booking for outsiders” have been reviewed, and the Senior Management Committee (SMC) at its meeting in March 2026 has supported the following University’s new venue booking application arrangements:
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Event Types |
Current Application Arrangement |
Proposed New Application Arrangement |
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(I) Joint Functions with Outsiders |
iBooking The submitting Dept/Unit shall act as
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iBooking The submitting Dept/Unit shall act as The head of the hosting or co-hosting Dept/Unit shall ensure that the event is consistent with the university’s purposes, which support its academic, research and community missions and strategies |
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(II) Booking from Outsiders |
i-Booking |
Application form by email Submit to the Approver of relevant venues/facilities |
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in writing |
The new application arrangements apply to the following venues:
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Venues / Facilities available for booking in iBooking |
Approver for booking from outsiders |
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1. Tseung Kwan O Study Centre – Classrooms & LTs |
EO Please send the application form to the following email address: |
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2. Tseung Kwan O Study Centre – Meeting Room |
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3. Tseung Kwan O Study Centre – Music Room |
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4. Tseung Kwan O Study Centre – Art Room |
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5. Tseung Kwan O Study Centre – Lecture Room |
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6. Tseung Kwan O Study Centre – Computer Laboratories |
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7. West Kowloon Study Centre (Austin Road) - Classrooms |
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8. West Kowloon Study Centre (Austin Road) – Discussion Room |
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9. West Kowloon Study Centre (Austin Road) – Sound Booth |
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10. West Kowloon Study Centre (Museum Drive) - Classrooms |
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11. Taipo Campus - Performing Studio |
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12. Taipo Campus - General Teaching Venue, e.g., classrooms, LTs |
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13. Taipo Campus - Ho Tak Shum Multi-purpose Room |
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14. Taipo Campus - Baby Care Rooms |
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15. Taipo Campus - Barbeque Pits |
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16. Taipo Campus - Non-departmental Discussion Room |
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17. Taipo Campus - Non-Departmental Meeting Rooms |
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18. Taipo Campus - Learning Commons - Discussion Rooms |
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19. Taipo Campus - Learning Commons II - Discussion Rooms |
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20. Taipo Campus - Rehearsal Room |
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21. Taipo Campus - Learning Commons-Multipurpose Room |
OCIO Please send the application form to the following email address: |
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22. Taipo Campus - Learning Commons-Video Conferencing Room |
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23. Taipo Campus - OCIO Computer Lab |
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24. Taipo Campus - OMR Room |
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25. Taipo Campus - Photo and Video Studio |
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26. Taipo Campus - Sound Booth |
For sports facilities in Block E or in the Pak Shek Kok Sports Centre, only applications in writing to the Estates Office will be accepted for consideration for both (I) joint functions with outsiders and (II) bookings from outsiders. For venues and facilities inside the North Point Study Centre, a written application should be submitted to the Office of the President via the Estates Office.
Lastly, we would like to stress again the SMC’s decision that any use of the university campus facilities, including classrooms etc. for events that have themes or purposes not aligned with the university's purposes and/or commercial use, is strictly prohibited according to the government’s land lease regulations and staff involved might be subject to disciplinary action.
Estates Office