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Guide To The Booking Procedure For Use Of Non-Fee Charging Recreation And Sports Facilities

Block Booking by Organisations

This booking procedure is applicable to the booking of all non-fee charging recreation and sports facilities for training and competition purposes including children’s playrooms, hard-surface basketball courts, volleyball courts, handball courts, mini-soccer pitches, 5-a-side soccer pitches, gateball courts, tennis courts, outdoor badminton courts, netball courts, roller skating rinks and model car racing facilities, etc.

Organisations eligible for priority booking

  Schools
 

Schools are allowed to block book sessions of the coming school year in advance for the period from September to mid-July of the following year. This arrangement only applies to sessions during normal school hours, i.e. 7 a.m. to 6 p.m. on weekdays; and 7 a.m. to 1 p.m. on Saturdays.

  Twelve-month in advance
 

Recreation and sports facilities may be reserved up to twelve months in advance for Local International Events, championships, leagues and training events, etc., promoted or organised by the following organisations (not in order of priority)–



  (a) Sports Federation & Olympic Committee of Hong Kong, China

  (b) National Sports Associations

  (c) Community Sports Clubs

  (d) District Sports Associations

  (e) Hong Kong Schools Sports Federation

  (f) The New Territories Regional Sports Association

  (g) those supported by the Leisure and Cultural Services Department (LCSD) or District Councils

     
  Three-month in advance
 

Recreation and sports facilities may be reserved three months in advance for championships, leagues, and training events promoted or organized in order of priority by –

  (a)

Community Tai Chi Clubs under the LCSD Community Tai Chi Club Scheme at their regular training/practice venues and time.

  (b)

Subvented non-governmental organisations registered with Social Welfare Department and charitable organisations registered with the Inland Revenue Department.

  (c)

Affiliated clubs of National Sports Associations, registered with Certificate of Incorporation under the Companies Ordinance; or Certificate of Registration of a Society under the Societies Ordinance.

  (d)

Government departments (including trading fund departments), public/statutory bodies organising departmental/public functions.

  (e)

Bona fide associations and corporations (including government staff clubs/unions) and offices of District Council members, may also apply for use of recreation and sports facilities. To qualify as bona fide associations and corporations, applicants should be registered with Certificate of Incorporation under the Companies Ordinance; or Certificate of Registration of a Society under the Societies Ordinance.

Quota

In processing block booking of facilities, the following conditions shall generally apply:

  (a)

During peak hours*, only one-third of the total available hours of the month may be allowed for block bookings (not including Home Affairs Bureau and LCSD or events subvented by LCSD and if these bookings are included, not more than half of the total available hours of the month); with not more than half the number of the facilities at each venue may be block booked at any one time; the latter condition is not applied to the facilities with only one number in a venue; and

  (b)

During non-peak hours*, quota for block booking should be determined by the venue manager according to the usage pattern of individual venue; with not more than two-thirds of the number of courts may be block booked.

*

The hours of peak and non-peak period are subject to the prevailing definition as determined by the LCSD. The definition may be revised on need basis.

Booking Procedure

A standard application form (LCS 873) should be used for block booking. Applicants are required to observe and adhere to the deadlines for submission of applications for block bookings of recreation and sports facilities and send the applications to the respective venues according to the booking schedules stated below. The application will be processed according to the priority of applicant. If more than one application for the same session from applicants of the same priority are received, the allocation will be determined by ballot.

  Schools
 

Bookings during school hours for the coming school year shall be made before 1 June of each year. Detailed booking procedure should be made reference to the relevant Education Bureau Circular Memorandum on Use of Sports Facilities of LCSD and Housing Department by schools for that school year.

  Twelve-month in advance
 

Bookings shall be made at least four but not more than twelve calendar months in advance (e.g. booking for sessions in February 2015 should reach the booking office between 1 January to 30 September 2014. All late applications made after 30 September 2014 will be processed with applications of other organisations entitled three months in advance bookings).

  Three-month in advance
 

Bookings shall be made three months in advance (e.g. bookings for sessions in May 2015 should reach the booking office between 1 to 31 January 2015).

Condition of Use

All users of LCSD recreation and sports facilities shall observe the General Conditions of Use of LCSD Non-Fee Charging Facilities, which have been posted up at recreation and sports venues.

Reallocation

There is no reallocation for any confirmed booking which is cancelled owing to the closure of the facilities in inclement weather or any unforeseen circumstances or at the discretion of the management when in its opinion that the facilities are unsuitable for use from safety or operation point of view.