Booking of Communal Areas by Student Societies - Booking Procedures & Regulations

A) Booking Procedures

1. All bookings must be submitted via the Online Booking System for Amenities (OBSA) from 28 January 2019 onwards. OBSA society accounts will be activated upon society request. For details, please refer to the mass mail sent to all student societies in mid-January. Bookings must only be submitted by the active executive committee members of a recognized student society.
2. Please refer to the appropriate OBSA user guide for step-by-step booking procedures.
3. All bookings must be submitted at least 1 working day before the planned activity (current day excluded).
4. Each student society may reserve 1 counter area and 1 banner area on each campus for a maximum total of 14 calendar days.
5. Please phone our Facilities Management Services provider (Hong Yip) on 3120 2413 for any enquiries.

B) Rules and Regulations for the Use of Communal Areas

1. Users must remove all materials from communal areas at the end of their booking period. Any items found in an area after a booking period has concluded will be handled according to the standard procedure, without prior notice. All items on loan to student societies must be returned after use.
2. Users are responsible for taking precautionary measures against accidents and ensuring their counter/equipment does not block passageways. Personal belongings must not be left unattended.
3. Posters must not be attached to walls, pillars, glass surfaces, or floors.
4. Do not use adhesive tapes for banners or any other promotional materials.
5. All settings must be kept within an area of 1.2 m × 1.8 m or 1.2 m × 1.2 m in the assigned location, unless special approval has been obtained from the FMO.

The suggested dimensions of promotional items are as follows:

Type                       Suggested Size

Roll-up Banner       No larger than 0.8 m W × 2 m H

Banner                    No larger than 3 m W × 1 m H (Jockey Club Campus)

No larger than 1.7 m W × 1 m H (Main Campus)

6. Users must avoid any disturbing the public or other parties, especially with nuisance noise. No acoustic device is allowed unless special approval has been obtained from the FMO.
7. The FMO reserves the right to revoke its permission to carry out the approved activity at short notice.
8. No commercial activities or flyer distribution is allowed unless special approval has been obtained from the FMO. Any materials containing commercial elements will be removed without further notice, and the booking rights of the student society concerned may be suspended.
9. Student societies violating any of the above regulations may be immediately banned from using and booking communal areas.
10. The FMO may revise the above regulations when necessary.