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

Block Booking by Organisations

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

Six-month in advance
Main arenas and activity rooms in sports centres during non-peak hours; squash courts (for squash activities only) and fitness rooms in all hours, may be reserved six months in advance for leagues, training or any other general recreation and sports activities promoted or organized in order of priority by –
(a) Subvented non-governmental organisations registered with Social Welfare Department and charitable organisations registered with the Inland Revenue Department.

(b) 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.

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

(d) 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.

Recreation and sports facilities may be reserved up to six months in advance for Community Involvement Activities funded by District Councils organised by the same categories of organisations stipulated in (a) to (d) above.
Three-month in advance
Recreation and sports facilities may be reserved three months in advance for championships, leagues, and training events promoted or organised in order of priority by (i) schools during non-school hours and (ii) the same categories of organisations stipulated in (a) to (d) above.

Quota

Block booking is normally subject to the following conditions:

(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*, not more than two-thirds of the number of facilities 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 189) 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 application forms 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).
Six/Three-month in advance
Bookings shall be made six/three months in advance (e.g. for three months in advance, bookings for sessions in May 2015 should reach the booking office between 1 to 31 January 2015).

Remarks:

After the deadlines for submission of applications for block booking, applicants who wish to apply bookings in less than three months can make enquiry to the concerned booking office on whether there are still quota available for organisation booking.

Hire Charges

Use of recreation and sports facilities managed by the LCSD is subject to prior payment of the prescribed hire charges.

Cancellation of Booking

The hirer shall not cancel any confirmed booking unless the cancellation is deemed necessary and supported by strong and justifiable reasons. Notice of such cancellation is required to be given at least 20 days prior to the date of use.

Condition of Use

All users of LCSD recreation and sports facilities shall observe the Conditions of Use of LCSD Recreation and Sports Facilities which have been posted up at recreation and sports venues.

Breach of Conditions of Use by Priority Users

If any priority user fails to observe or perform any of the provisions of the Conditions of Use of LCSD Recreation and Sports Facilities, the officer-in-charge of the venue may refuse such user from using the facilities, or without notice cancel the confirmed booking or immediately terminate the hiring of the facilities, in whole or in part. Any charges paid by the priority users to LCSD may not be refunded and LCSD has the right to deduct from the charges paid or claim from the priority user any loss of the Department as a result of the breach.