Leisure and Cultural Services Department’s Civic Centres Booking Application Form (Major Facilities)
Auditorium / Cultural Activities Hall / Exhibition Gallery / Plaza * Sha Tin Town Hall

For Office Use Only
Hirer I.D.	: _________________
Appn I.D.	: _________________

Important Notes :
(1)	This booking application will be considered by the Leisure and Cultural Services Department.	
(2)	Please read the Booking Arrangements before completing this application form.	
(3)	For functions involving public exhibition of films as defined in section 2 of the Film Censorship Ordinance, Cap.392, a Certificate of Approval/Exemption is required from the Film Censorship Authority.  Please contact Office for Film, Newspaper & Article Administration for details.  Applicant should also note that they need to comply with any requirements set out in other Ordinances as may be applicable to their function(s), such as those in the Control of Obscene and Indecent Articles Ordinance Cap 390 and the Summary Offences Ordinance Cap 228.	

PART I
Section A	(To be completed if Applicant is an individual)
Name of Applicant	Mr. / Ms. *		(English)		(Chinese)	
Hong Kong Identity Card No. / Passport No. *(Please fill in the first 4 characters, e.g.A123456(7)→A123)
(Note: You may be required to produce your identification document to venue staff for verification.)	

	
	
Address		
Tel		Fax		Email		
Section B	(To be completed if Applicant is an Organisation)
Name of Organisation		(Registered English Name)	
		(Registered Chinese Name)	
Nature of Organisation	 Commercial                  Non-commercial                        Government Bureau / Department	
Form of Registration	 Business Registration	 Charitable Institution or Trust of a Public Character
(under Inland Revenue Ordinance)	
	 Registered under Companies Ordinance	 Registered under Societies Ordinance		
	 Registration of a School	 Others: 								
Address of Organisation		
Name of Signatory	Mr. / Ms. *		(English)		(Chinese)	
Position Held by Signatory		
Tel		Fax		Email		

PART II
Facilities	Date (dd/mm/yy)	Auditorium / Cultural Activities Hall / Exhibition Gallery	Exhibition Gallery	Plaza	
		9am – 1pm	2 – 6 pm	7 – 11 pm	Whole day
(except 1-2 pm and 6-7 pm)	9am-8pm	9am-6pm	
Auditorium
Cultural Activities Hall
Exhibition Gallery
(Whole/Half*)
Plaza	1st choice								
	2nd choice								
	3rd choice								
Auditorium Stage format :  Proscenium   Sound Canopy   Orchestral Pit (Approval will depend on availability of the venue)
Cultural Activities Hall Stage format:  Sound Canopy   Stage (no piano will be provided on the stage of C.A. Hall)	
PART III
Name of Event		(English)	
		(Chinese)	
Nature of Event			
Details of Event	(e.g. theme, title, programmes and name of artists / speakers, etc. Please specify the country of origin if there are any artists/speakers who are non-HK residents)	
	
Commencement Time of Function	Estimated No. of Participants		
Use of URBTIX Service	 Yes	 No	Admission Fee	$                    / Free*	
Any sale of merchandise during the event?  Yes / No*    If yes, please specify the merchandise items at below:	
	
For exhibitions, please attach catalogues of past exhibitions.	
	
Name of sponsor(s) (if any)		
Name of co-presenter(s) (if any)		
Use of e-Payment
Settle hire charges through e-Payment if application is approved (e-Payment refers to online payment service by means of PPS/Credit Card) :
 Yes    No 
If yes, please provide your email for receiving the password for using e-payment service:					   (if different from Part I above)	
PART IV (For Special Booking Application only)
Reason(s) why this booking needs confirmation more than 7 months in advance: (Please attach documents to support the information given above)	
	
PART V
If you are interested in applying for the Concessionary Rates for Non-profit Organisations Scheme, please refer to Scale V (D), Sha Tin Town Hall Scales of Hire Charges and Booking Arrangements and then complete the following:
Will you apply for the Scheme?   Yes / No*             The Event is open / not open* to the public.

Submission of Documentary Proof (Applicable to applications for Concessionary Rates for Non-profit Organisations Scheme only)
If the applicant organisation has, during the past 12 months, applied for and been granted any kind of rental subsidy / reduction of hire charges / concessionary rates at an LCSD cultural venue (i.e. civic centre / town hall / theatre, Queen Elizabeth Stadium, museum or the Hong Kong Central Library) and has submitted documentary proof (such as Memorandum (if any) and Articles of Association or the Constitution or tax exemption document issued by the Inland Revenue Department) which are still valid to be applicable to the present application, the applicant organisation may declare the same below to save the effort of re-submission. The applicant organisation may be requested to submit the relevant documents when necessary.

This applicant organisation is/is not* an arts organisation (whose aim is to promote arts as stated in its Constitution or Memorandum and Articles of Association*).  Approval was given to the application made for any kind of rental subsidy / reduction of hire charges / concessionary rates at ______________   ____ (name of the venue) in ___________ / _______ (month / year) with the required documentary proof submitted.  

PART VI (Applicable to ordinary booking applications* for major facilities only) (*i.e. 3 months to 7 months in advance of the month of hire)
If the date(s) could not be allocated for this application, please indicate whether you would like the application to be reprocessed:
(1)	together with other booking applications received in the following month		  Yes	  No
Date(s)(if they are different from those specified in the Part II):
1st Choice					2nd Choice						3rd Choice						   
(2)	together with other booking applications received in the second succeeding month	  Yes	  No
Date(s)(if they are different from those specified in the Part II):
1st Choice					2nd Choice						3rd Choice						   

PART VII (for internal reference only)
Apart from this venue, have you submitted ordinary booking application(s) for major facility(ies) of other performance venues under LCSD for the same event stated in Part III?  If yes, please list the venue(s) and date(s) you have applied.
(venue/date(s))					(venue/date(s))					(venue/date(s))					   
(venue/date(s))					(venue/date(s))					(venue/date(s))					   

PART VIII
Person to contact regarding detailed arrangements of the event	
Name of Contact Person	Mr. / Ms. *		(English)		(Chinese)	
Address		
Tel		Fax		Email		

Declaration
I, the authorised representative of the applicant/Organisation, hereby declare that all information and documents submitted by me in support of this booking application are update, valid and subsisting with regard to the legal status of the applicant/Organisation, and I undertake to provide any further information and documents in respect of any changes thereto.
I understand that I may be liable to be prosecuted should any false information and/or invalid documents be provided in this booking application.
	
Chop of Organisation Represented:		
	Signature：		
	Name of Applicant / Signatory*：		
	Date：		

*Please delete where inappropriate            Tick if appropriate

Notices Regarding the Personal Data (Privacy) Ordinance

Purpose of Collection	(1)	The personal data provided by means of this application will be used by the Leisure and Cultural Services Department for the following purposes :
(a) Processing of booking applications for the Sha Tin Town Hall hiring facilities; 
(b) Communication in the normal course and in case of emergencies; 
(c) For statistics and research purposes on the condition that the resulting statistics or results of the research will not be made available in a form which will identify the data subjects or any of them; and
(d) Any other legitimate purposes as may be required, authorised or permitted by law.	
	(2)	The provision of personal data by means of this application is voluntary.  However, if insufficient information is provided, the application / request may be delayed or not be considered or processed.	
Classes of Transferees	(3)	The personal data you provide by means of this application may be disclosed to Government bureaux, departments and other organisations for the purposes mentioned in paragraph 1 above.	
Access to Personal Data	(4)	You have a right to request access to or the correction of your personal data as stated in this application in accordance with Sections 18 and 22 and Principle 6 of Schedule 1 to the Personal Data (Privacy) Ordinance.	
Enquiries	(5)	Enquiries concerning the personal data collected by means of this application, including the request for access and correction, should be addressed to Manager (New Territories East) Operations at (852) 2694 2506 (Tel) or 
(852) 2693 4878 (Fax).	
Booking Enquiries: 2694 2550 / 2694 2551  Fax: 2693 4878  (Monday to Friday from 9am to 5:45pm (except public holidays))