Booking Guideline of School Facilities

The Booking Guideline specifies the terms and conditions for the use of School Facilities for organizing educational and other activities by the School and the wider community. The hire of facilities should normally not affect the normal operation of School.

A. The Purpose of the Guideline

1.To promote a balanced allocation of the school’s facilities to our students, staff, alumni and the wider community based on our mission.

2. To establish clear priorities for the use of the school’as facilities.

3.To implement a booking system that will provide transparent and effective use and communication about facility hire, usage and scheduling.

B. Policy for Scheduling Facilities

1.The nature of the event shall comply with the school’s mission and vision and internal policies.

2.Unless otherwise approved by the School Principal, the School has the priority in using the Facilities.

3.Decisions about Facilities use outside normal school hours will be based on:

   a)The understanding that all scheduled school-run activities, programs and events shall be accorded with the first priority of using the Facilities.

  b)The benefit for students using the Facilities.

  c)How an activity fits with the School’s mission and student learning.

4.The Facilities must not be used for any prohibited activities that are considered by the School as improper, political, indecent, immoral or illegal as well as in contradiction with the religious doctrines held by the School. The School has the final authority in interpretation of whether or not the activity is of prohibited nature.

5.All enquiries relating to the Facilities should be directed to the General Affairs Committee in the first instance. Hirers of Facilities should follow the instructions from the Staff.

6.The School reserves the right to refuse the use of the Facilities at the discretion of the School Principal.

C. Facility Scheduling Procedures for Priority Groups

Each user group is assigned a priority status of 1 – 5. Bookings within priority groups will be prioritized on a first come first served basis and the priority rank will be enforced when two groups request the facilities at the same time. An exception to this procedure would be if two priority 2 events are scheduled on the same day in which case the respective principals would decide how to best accommodate the two activities. In the case of a group of higher priority later requesting the same facilities, the School will endeavor to reschedule where practical, but can’t guarantee any changes.

PRIORITY 1 – Annual events initiated or set by the School. These events are included in the School calendars, e.g. Speech Day, parent nights, assemblies, conferences, concerts, school team training and athletic tournaments.

PRIORITY 2 – School run activities, programs and events (shall be defined as all classes, clubs or events directly coordinated by a School department or committee, both academic and nonacademic, e.g. after school activities, interest group activities).

PRIORITY 3 – Other school associated activities (e.g. Joint school Activities)

PRIORITY 4 – Alumni Usage (shall be defined as any event booked exclusively by alumni.).

PRIORITY 5 – Other users (Any group not meeting the criteria described above.)

D. Opening Hours/Availability

Normally, the available time slots for hiring should not affect normal lessons.

●Normal school hours: Monday to Friday, 0700 to 1800.

The Facilities may be temporarily closed for booking during regular maintenance, refurbishment or other reasons. Prior notice will be given. Please check the availability of the Facilities before booking. Enquiries can be sent to our Office Staff, Ms Catherine Wang by email booking@wahyan.edu.hk or by telephone at 25978507.

E. Charges

●The use of the Facilities by the School (that is, Priority 1 and Priority 2) are free of charge.

●The use of the Facilities by alumni and charitable organization or trust examined under section 88 of the Inland Revenue Ordinance are in concessionary rate.

●The use of the Facilities by external parties are in standard rate.

Facilities	Equipment / Furniture available	Area (m2)	Capacity	Hourly rental charges in concessionary rate	Hourly rental charges in standard rate	Hourly air conditioning charges
School Hall	AV system, projector, basketball and badminton courts	953	Max:1000	$600	$1200	$400
Rooftop Classrooms and Garden	AV system, projector	270	Max:120	$400	$800	$100
Student Activities Centre	AV system, projector	250	Max:100	$295	$590	$90
Classrooms	AV system, projector	68	Max:30	$80	$160	$24
School Playground (Outdoor)	Basketball, Badminton and Volleyball courts	900	Max:100	$150	$300	Nil

Remarks:

1.All above mentioned charges are on per hour basis and the minimum chargeable time is two (2) hours per facility.

2.The above list charges are applicable to events that are held up to a maximum time limit of four (4) hours. Events for extra-time for more than 4 hours must be agreed and charged on hourly basis additionally and separately.

3.If the actual use exceeds the original hiring time, consent from the School should be sought and an overrun fee will be charged on a half-hour basis. Incomplete half hour will be counted as half -hour.

 F. Booking Requirements & Procedures

1.Booking must be made at least seven (7) days prior to the date of use using the Booking Form For School Facilities. The payment of the hiring should be paid no less than 3 days before the date of the event. All payment must be settled in Hong Kong Dollar by cheque issued to the payee: “The IMC of Wah Yan College Kong Kong”. The Booking Form and associated submissions should be sent to the School Office.

2.Hirers/Users should clearly indicate specific equipment installation and facility arrangement needed. The approval of specific equipment installation and facility arrangement is considered on a “case by case” basis.

3.Noting that the event may require time for setting-up and restoration, such time must be included with the total booking time unless otherwise agreed.

4.The charges include utilities, the use of furniture as provided, electrical and AV equipment as installed. Any additional equipment e.g. projector screen, AV equipment required for an event will be charged and agreed separately.

5.For details of rules and regulations in use of Facility, please refer to the Terms and Conditions stated in section H.

G. Cancellation of Booking

1.The School will be closed when the Rainstorm Black Warning or Typhoon Signal No. 8 or above is in force. In such case, please contact the School Office for alternative arrangement. Rental will not be refunded. However, the re-arranged date and time will depend on the availability of the venues. Users will be advised to leave the School when the Pre-No. 8 Special Announcement is issued.

2.In case the use of the Facilities is suspended or closed by the School for safety or other reasons, bookings will automatically be cancelled, and the Facilities will not be available to any member of the community, including staff. Prior notification and arrangement will be given as soon as practicable.

H. Terms and Conditions

1. Upon requested by the school, applicants have to provide the details of the activity, i.e. rundown of the performance, schedule of competition, time allocation of the examination for our consideration.
2. The period of hire cannot be transferred to another dates(s) or venues(s) and the booking cannot be transferred to other organizer or for other events. The School reserves the right to approve special cases.
3. The School shall not be liable for any fatality, injury, loss or damage of properties brought into venues by the users.
4. The School and its staff shall not be liable for any loss due to any breakdown of machinery, failure of supply of electricity, leakage of water, fire, government restriction or any act of God, which may cause the booking interrupted or cancelled.
5. Smoking and alcohol drinking are prohibited in all venues, both indoor and outdoor.
6. Eating and drinking are not allowed in the School Hall, SAC, RTC and classrooms.
7. The stated capacity of the venues should not be exceeded.
8. Users should not remove/ rearrange any furniture/equipment without prior permission.
9. Users shall, at expiration of booking, leave the venue in a clean and orderly state and reinstate all facilities to their original conditions.
10. Users shall keep all gangways in and means of exit of the venue clear at all times.
11. The hirer shall pay to the School on demand the cost of reinstating, cleaning, or replacing any part of any property or facility of the School, which has been damaged, destroyed, stolen, removed or made dirty during the period of hire.
12. Users must ensure the proper conduct and behaviour of their guests and participants in the venue.
13.Users should not affix any glue, scotch-tape, nails, spikes or any other things to the wall, floor and any other equipment in our venue without prior permission.
14.At the end of the using period, the user shall restore the premises to its original condition. The user shall be liable for any damage caused to the premises during the course of its use.
15.During the course of using the premises, the user shall comply with all applicable laws of Hong Kong. The School shall not be liable in any way for the breach of any applicable law by the user.16.The decision of the School shall be final.