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Resources Library

Guidelines & Policies

Student Societies shall observe University Policies and ensure there are no violations of these policies. Student Societies shall comply with the following Policies and Guidelines in particular:  

Venues managed by CEDARS
  1. Open Space (Conditions and Regulations)
  2. Publicity Space (Conditions and Regulations)
  3. Studio 303 – Information Guide for Users
  4. Amenities Centres – Rules and Regulations
Venues managed by Estates Office
  1. Guidelines for the Use of University Banner Sites and Event Venues
  2. Guidelines for Event Support Service (For Departments – EF112b)
Venues managed by Examinations Office
  1. Booking Guidelines, Procedures and Request Form of Grand Hall (For Student Society)
  2. Booking Request of Loke Yew Hall (For Student Societies)

 

  1. CEDARS – Conditions on Using Open Space 
  2. CEDARS – Conditions on Using Publicity Space 
  3. CEDARS – Regulations on Posting of Publicity Materials on Campus 
  4. CEDARS – Guidelines on Bulk Email Services for Student Societies  
  5. CCSO – Guidelines on the Use of Notice Boards 
  6. Estates Office – Guidelines for the Use of University Banner Sites and Event Venues 
  1. CEDARS – Conditions on Using Open Space
  2. Estates Office – Guidelines for the Use of University Banner Sites and Event Venues
  1. CEDARS – General Guideline on Food Serving by Student Societies
  2. University Health Services – Guidelines on Diseases Prevention for Organizers of Public Functions
  3. University Health Services – General Guidelines on Reporting Infectious Diseases
  4. Safety and Health Policy
  1. Civility on Campus 
  2. Code of Conduct for Student Organisations
  3. Equal Opportunity Policy
  4. Procedures for Handling Discrimination/Harassment Complaints
  5. Understanding Sexual Harassment : A guide for Staff and Students
  6. Smoking Free Campus
  1. Disposable Plastic Free Campus Policy 
  2. Sustainability Goals and Policy 
  1. Use of the University’s Name and Visual Identity
  2. Intellectual Property Rights Policy
  3. Privacy Policy Statement

Booking Arrangement during Resources Allocation Period 2024

During Resources Allocation Period (14 August to 30 September 2024), CEDARS will centrally coordinate the booking of the following resources administered by CEDARS and the banner and counter sites managed by Estates Office:  

  • Rooms  
  • Counter sites  
  • Banner sites  
  • Mobile display boards  
  • Folding tables  
  • Stacking chairs  
  • Other equipment 

For details, please click here. 

 

Campus Facilities & Equipment Booking

Venues

Booking method

Venues managed by CEDARS HKU Facilities Booking System 
Venues managed by Estates Office Submission of Proposal to CEDARS 
Composite Building Foyer (managed by CCSO) HKU Facilities Booking System 

Venues 

Booking method 

Central classrooms 

Write to Examinations Office (roombook@hku.hk) to check availability first.  

Loke Yew Hall/ The Grand Hall/Yuet Ming Auditorium 

1. Write to Examinations Office (roombook@hku.hk) to check availability first. 

2. Download application form from Examinations Office . 

3. For Loke Yew Hall booking, send the completed form to cedars@hku.hk to seek approval. 

Activity Rooms inside Amenities Centres 

Chong Yuet Ming Amenities Centre (online booking) / (contact) 

Fong Shu Chuen Amenities Centre (online booking) / (contact) 

Pokfulam Amenities Centre (online booking) / (contact) 

Activity Rooms inside Composite Building (managed by CCSO) 

HKU Facilities Booking System 

Venues 

Booking method 

Venues managed by CEDARS 

HKU Facilities Booking System 

 

Venues managed by Estates Office Submission of Proposal to CEDARS 

Types 

Booking method 

Equipment managed by CCSO (e.g. cable cover, marquee, tables, chairs, step platform, etc.) 

HKU Facilities Booking System 

 

Equipment managed by Amenities Centres (e.g. tables, chairs, music stands, projector, green gowns, black gowns, etc.) Please contact Centre staff of Chong Yuet Ming Amenities Centre (contact) 
Please contact Centre staff of Fong Shu Chuen Amenities Centre (contact) 
Please contact Centre staff of Pokfulam Amenities Centre (contact) 
Audio visual Equipment Learning Environment Services 
Audio-Visual Support Services (Chargeable Services) Learning Environment Services (GROUP-ITS-AVSUPPORT@hku.hk) 

Sports Facilities Booking

Funding Grants

CCSO Funding Allocation to Registered Student Societies

There are funds under the administration of the Centre of Development and Resources for Students (CEDARS) for the promotion and encouragement of student extra-curricular activities. It is felt that since many worthwhile student functions may be hampered for want of sufficient funds, a small grant may help to overcome some of their financial difficulties. Only student societies registered with the University are eligible to apply. Application from individual students however will not be entertained. Application forms can be downloaded here and are obtainable at our Office. Student societies will be informed of the application results within 5 working days upon receipt of duly completed application form. 

There are awards and subsidies from private donors to subsidize research/study projects that are carried out locally or abroad, or as joint institution project. Application may be made either by groups or by individuals. Information on such awards will be announced on noticeboards of the Centre of Development and Resources for Students (CEDARS). 

 

Other Services

Useful Working Documents

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