Regulations Governing the Use of Hall Amenities

A. Eligible Users

1. Hall residents residing in the Student Halls of Residence (Hung Hom) are eligible for using the hall amenities stated herein. For certain facilities, there are some special requirements for use, which have been specified in the regulations governing the use of those individual amenities.
2. Guest users may use the Hall Amenities with the following conditions:

a.	A hall resident can bring in a maximum of 5 guests with valid Guest Ticket to use Hall Amenities at one time.
b.	The host resident has to purchase a non-refundable Guest Ticket for each of his/her guests via POSS. Each Guest Ticket is only valid for use of one specified facility reserved on the day.
c.	The security Guard or authorised staff of the hall shall conduct random check on the status of the residents and visitors. A host resident found using the amenities together with the guest(s) but without valid Guest Ticket(s) will be fined a penalty of $50 for each guest he/she brings in.
d.	For safety reasons, guests are normally NOT allowed to use the Hall Fitness Room. (For those endorsed by the Hall Administration under exceptional condition, the guest users shall be required to complete an Undertaking Form to disclaim the liability of the Hall for any injuries that might inflict onto him/her therein).
e.	The guests must be accompanied by the host resident for the whole duration of using the hall amenities. A guest without the company of the host resident will be denied access into the Hall or be required to leave the hall premises.
f.	The host resident shall not entertain guests for commercial purposes of any form and shall be held responsible for the conduct of the guests during their stay within the hall premises.
g.	The guests should observe all regulations governing the use of hall amenities.
h.	The Hall Administration or its designate reserves the right to request any guest to leave the hall premises should his/her behaviours bring nuisance to other hall residents or disrupt the orderly operation of the Hall.
i.	Non-compliance with the regulations by the host resident will lead to suspension of his/her right to use the hall amenities and to bring in guest(s) for use of the hall amenities for a period of 14 days.

B. Make a Booking

All bookings shall be made in compliance with the “Policy on the use of University Premises of The Hong Kong Polytechnic University” and the conditions specified below.

1. A resident can make advance booking for one session per hall amenity per day (excluding walk-in bookings made after a session has started or on-site bookings from unclaimed/cancelled reservations by other residents).
2. Bookings have to made via POSS on a first-come-first-served basis, unless otherwise specified, up to its full capacity at every session. Each booking session lasts for 1 or 2 hours, as defined in Section F Clause 10 below.
3. The venue charge, if any, will be levied at the time of online reservations.
4. Priority will be given to bookings for hall functions and training courses organised by the Hall Administration.
5. The Hall Administration reserves the right to cancel a booking if deemed necessary, e.g. the booked venue and/or equipment on loan are urgently required by the University.

C. Cancel a booking

1. Cancellation of a Booking must be done online via POSS at least 3 hours before the commencement of the reserved session, herein referred to as ‘the commencement time’.
2. For cancellation with less than 3 hours’ notice before the reserved session or unclaimed booking of 10 minutes after the commencement time, the venue charge paid will be forfeited.

D. Use of venue and on-loan equipment

1. Residents are advised to report to the Booking Counter 5 minutes before the commencement of the reserved session.
2. Residents should produce the PolyU Student/Staff ID Card at the Booking for verification before collecting key-card and on-loan equipment for use of the hall amenities and sports facilities. They should sign on a booking form and their card will be kept at the Booking Counter.
3. The key-card and the on-loan equipment must be returned to the Booking Counter immediately after use or at the end of each session. For late return of the key-card and equipment, a fine as specified on hall website will be levied.
4. The residents/users are responsible for:

a.	any loss of or damage to the key-card and on-loan equipment.
b.	any damage to or loss of fittings, furniture and equipment caused during the session.
c.	keeping the amenities clean and tidy.

E. Users’ responsibilities

The residents/users are responsible for:

1. any loss of or damage to the key card and on-loan equipment.
2. any damage to or loss of fittings, furniture and equipment caused during the session.
3. keeping the amenities clean and tidy. Eating and drinking is not allowed in all amenities, unless prior approval from the Hall Administration has been obtained.
4. safeguarding their own personal property when using the hall amenities. The Hall Administration disclaims any liability for the loss of any personal property.
5. using the hall amenities according to their designated purpose.

F. Injuries

1. All injuries must be reported immediately to the Hall Security Control Room at intercom 0099 for immediate attention. A first-aid box is available in the Booking Counter on 2/F.
2. Users are responsible for their own safety when using the hall amenities and sports facilities. The Hall Administration disclaims any liability for the injury caused whatsoever due to the negligence or misuse of the equipment.

G. Attire

Users should put on sportswear or other proper attire when using hall amenities. For Activity Room 205 and 206, users are requested to wear non-marking rubber-soled shoes.

H. Coin-operated Lockers in the changing room

Users must clear the locker they use before leaving the sports facilities. Hall Administration staff has the authority to clear all lockers daily after the closing time and to dispose all properties found therein. The Hall Administration disclaims any liability for the safekeeping of any items found in the lockers, nor for the loss of any personal belongings in the changing rooms.

I. Food and Drink

To maintain a hygienic environment, food or drink is not allowed inside the hall amenities and sports facilities, except with prior approval from the Hall Administration.

J. Photo Taking and Video Filming

Photo taking and video filming are not allowed inside the hall amenities and sports facilities, except with prior approval from the Hall Administration.

K. Regulations governing the use of individual hall amenities

The opening hours, eligibility for use, booking principles, duration of each session, charge per session, room capacity and price of guest ticket of different Hall Amenities are listed in the Summary Table at point 9 below.

1. Dance/Activity Rooms

a.	Users should dress in proper attire and wear non-marking rubber-soled sports shoes.

2. Fitness Rooms

a.	Hall residents and guests of PolyU card holders must have prior certification before they are eligible for using the Fitness Rooms.
b.	To get certified as an eligible user for the Fitness Room, residents needs to attend the training courses offered by the Counselling and Wellness Section (CWS) or apply for exemption from taking these courses with CWS.
c.	The Fitness Room is open to users on a first-come-first-served basis, with a maximum capacity of 20 and 10 for Room 201 and Room 204 respectively.
d.	Users are reminded to take necessary precaution when using the facilities inside the Fitness Rooms and are themselves liable for their own injuries resulted from improper use of equipment.
e.	Users should dress in proper sportswear.

3. Game Room

a.	Users are responsible for any damage to or loss of on-loan items.
b.	All items inside the Game Room have their own serial number. Swapping and stealing any item in the Game Room is a serious misconduct. Offenders will be subject to disciplinary actions.

4. Piano Room

a.	All residents are eligible to book the Piano Room free-of-charge.
b.	A host resident may bring a maximum of 1 guest with a valid guest ticket to use the Piano Room.

5. Quiet Room

a.	The Quiet Room is primarily for praying, meditation and reading of religious scriptures.
b.	No food and drink is allowed inside.
c.	Users should respect each other. Keep quiet and do not study, discuss or sleep inside.

6. Snooker Room

a.	A host resident may bring a maximum of 5 guests with valid guest tickets to use the Snooker Room.
b.	Users are responsible for any damage to or loss of on-loan items.

7. Study Room

a.	The Study Room is open to all hall residents on a first-come-first-served basis. No booking is needed.
b.	A host resident may bring in a maximum of 3 guests at one time but priority for using the Study Room will be given to hall residents.
c.	Users should vacate their seats when they leave the room. Personal belongings without attendance will be removed without prior notice.

8. Regulations governing BBQ Activities in Landscaped Garden

a.	Opening hours for BBQ activities: 12:30 pm – 3:00 pm; 6:30 pm – 9:00 pm
b.	Priority of reservation will be given to Hall Wardens or SRSS for holding hall activities.
c.	BBQ can only be conducted with petroleum gas grill provided by the Hall Administration.
d.	A fee as specified on hall website will be charged for petroleum for each BBQ grill for each booking session. Two BBQ grills at maximum are available for each booking.
e.	Use of loud speakers is not allowed.
f.	The maximum capacity of the BBQ activities is 30 persons.
g.	Application can be submitted 7 to 14 days in advance at POSS on a first-come-first-served basis.
h.	Cancellation of booking and refund can be arranged with the following conditions:

i.

At least three days in advance of the reservation date at POSS

ii.

On event day, cancellation and refund may be accepted in case of adverse weather. The applicant must raise such request in person at Reception counter at least one hour before the commencement of the reserved session. If the weather is considered acceptable, the cancellation and refund request will not be considered. The Hall Administration reserves all rights to make the final decision on each case.

i.	Participants of BBQ activities are expected:

i.	to keep the place clean, and tidy up the area after use;
ii.	to keep noise down and do not to disturb other residents and neighbour. In case of a complaint, the Hall Administration reserves the right to stop the event/activity and require the participants to leave immediately. No refund of venue charges will be made;
iii.	to get ready their own utensils;
iv.	to be held responsible for the repair and/or cleaning cost if the grills or hall facilities are found damaged and/or extra effort is required to remove the debris/dirt;
v.	to leave on or before the end of the booking session and inform the Property Management Office (PMO) at 3159 0099 for collection of the BBQ grill.

9. Summary Table of Hall Amenities in Hung Hom Halls: Click here and go to the "Facilities and Service" for the table of Hall Amenities.

Hall Administration
Student Resources and Support Section
Student Affairs Office
June 2020