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香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ Page 1
Document number FM2002
Category Agency Guideline
Document name Guidelines for Booking of Meeting and Activity Venues
in the Hong Kong Red Cross Headquarters
Issued by (department) Corporate Services – Facility Management
Version 6
Issue date 1 January 2017
Approved by Deputy Secretary General (Management)
Objective
1. There are a number of meeting and activity venues at the Hong Kong Red Cross
Headquarters at 19 Hoi Ting Road, West Kowloon, Hong Kong including but not
limited to the Convention Hall, function rooms, lecture rooms, training rooms
and meeting rooms.
2. This document is to provide guidelines for booking of these venues. Please
refer to Appendix I for more information of these meeting venues and Appendix
V for their locations in the building.
Booking of Rooms and Facilities
3. Normally, prior booking of meeting venues can be made in advance up to 6
months.
4. No charge will be levied for departments of the Hong Kong Red Cross.
However, for international or sponsored events or conferences, the hosting
departments are strongly recommended to include the cost of using the venues
(using NGO rate) in the budget in order to correctly reflect the actual cost of the
event. The Secretariat will discuss with the hosting department on the actual
treatment of the cost.
5. External organizations such as NGOs may book the Jockey Club Convention Hall
on G/F, the Multi-function Rooms and the Lecture Rooms on 1/F, and the
training rooms on 4/F when these venues are available. In order to recover the
cost, a usage charge will be levied. Please refer to Appendix II for more details.
Other venues are closed from booking by external organizations.
6. Meeting rooms on 8/F and 9/F (except the Council Meeting Room) may be
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Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ Page 2
booked by using the “Meeting Room Booking System”. No further approval or
confirmation of booking is required.
7. For the Council Meeting Room, priority is given to the Council and Committees.
When it is available, it may also be used for other meetings. Request for
booking may be done by using the “Meeting Room Booking System”. The
Facility Management Office (FM Office) will process the request and reply by
email.
8. Request for booking of the Jockey Club Convention Hall on G/F, the
Multi-function Rooms and the Lecture Rooms on 1/F, and the Podium Garden on
2/F may also be done by using the “Meeting Room Booking System”. The FM
Office will process the request and reply by email.
9. Rooms in the Volunteer Development and Activity Centre (VDAC) on 5/F and 6/F
are managed by VDAC. The classrooms and meeting rooms in the RCY West
Kowloon Divisional Headquarters (WKD) on 1/F are managed by WKD. The
training rooms on 4/F are managed by the H&C Department. The VDAC, WKD
and H&C (venue managers) have higher priority in using the rooms managed by
them. However, when these venues are available, they will be released to
other departments.
10. Booking of rooms managed by the VDAC may be done by using the “VDAC Room
Booking System”. Staff of the VDAC will process the request and reply by
email.
11. Availability of rooms managed by the WKD may be checked from the “WKD
Room Booking System”. Please contact staff of the WKD for booking.
12. For checking of availability and booking of rooms managed by H&C, please
contact staff of H&C.
13. If cancellation or alteration of booking is required, please update the
information via the “Meeting Room Booking System” or contact the respective
department (venue manager).
14. In order not to affect the booking of other users, staff members should not
make multiple bookings to hold multiple venues or time slots if the time of the
meeting / activity has not been confirmed.
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Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ Page 3
15. Staff members are advised to check the respective Room Booking System or the
venue manager prior to the meeting/activity so as to ensure that the booking
record is correct.
16. Lecture Room 101 is equipped with additional telecom infrastructure and may
be converted into a backup call centre. When there is such a service need, all
bookings of Lecture Room 101 will be cancelled without advance notice. There
is no guarantee that another room of similar size and facilities is available for
substitution.
17. The Chairman’s Room and the Director’s Rooms are set up to be offices of the
Chairman, Deputy Chairmen, Honorary Treasurer, Directors, Council members
and Committee members. Departments may book these rooms via the “FM
Room Booking System” on behalf of the Council and Committee members
(please specify the name of the Council or Committee member who will use the
room in the booking record). No further approval or confirmation of booking is
required. However, booking of these rooms for meetings without the presence
of any Council or Committee member is not allowed. When these rooms are
not in use, departments may use them for meetings without the need of any
prior booking.
18. Room 305 is set up to be the Overseas Disaster Operation Centre/ Psychological
Support Service (PSS) Hotline Centre. It may be used by other departments
when available. Please contact the FM Office directly for booking and refer to
Appendix III for the detail usage guide.
19. The Podium Garden on 2/F may be used for different kinds of activities except
BBQ, dining and banquet. Please refer to Appendix IV for the detail of usage
guide.
20. Under very special circumstances, the Secretariat reserves the right of cancelling
any booking of any venue to meet operation and service needs.
Details of the booking
21. When submitting a booking request of function rooms and training rooms,
please specify the number of chairs and tables, AV equipment needed and the
nature of the event. Please also specify the room setting in the remark field of
the “Meeting Room Booking System”. The FM Office will confirm the
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Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ Page 4
availability of furniture and equipment with an email. In order not to affect
users of other rooms, please do not relocate furniture among different rooms
without the approval of the FM Office.
22. Due to resources constraint, users are responsible to set up the rooms for use
and restore it to the original setting before leaving the venue. In case special
assistance from the FM Office is required, please include such a request in the
remark field of the “Room Booking System”. FM Office will provide the service
subject to availability of resources.
23. If tea service is required for meetings held in the Council Meeting Room, and the
meeting rooms on 8/F and 9/F with guests and business partners, please specify
the requirements when submitting a booking request. Normally, tea service
will not be provided for meetings held on other floors.
24. It is required to hire a technician of the facility management contractor to
provide technical support service when audio-visual (AV) facilities and the
lighting system in the Jockey Club Convention Hall are used unless only the
microphones are required. The charge is per session of 4 hours. Please
specify this request when submitting a booking request.
Guideline on using the meeting venues
25. Decoration, if required, must not damage the wall paint and finishing and all the
ornaments and banners should be removed after the meeting. In case any
damage to the meeting venue is caused, the user should report the incident to
the FM Office immediately and liable for the repair cost.
26. The meeting venues should be kept clean and tidy.
27. Smoking is strictly prohibited in the building of the Hong Kong Red Cross
Headquarters, including the Podium Garden on the 2/F and all meeting venues.
28. Serving of refreshment is not allowed in the meeting venues and the corridors
unless specially approved by the FM Office. Special cleaning charge may be
levied.
29. No cooking and preparation of food is allowed inside the meeting venues unless
specially approved by the FM Office. Special cleaning charge may be levied.
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Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ Page 5
30. Any smoke, flame or explosion, or device or substance causing smoke, flame or
explosion to create effects; party cannon, confetti cannon and confetti shooter
alike are prohibited to be used in all meeting venues and any area of the Hong
Kong Red Cross Headquarters.
31. No pets, animals or livestock are permitted inside the meeting venues except
guide dogs.
32. Users will be held liable for compensation if damage or lose of equipment or
fixture is found.
33. All luggage and personal belongings that are brought into the venues and left
therein, shall be at the sole responsibility of the users. The HKRC will not be held
liable for any damage or loss of personal properties.
34. The venues will be closed when typhoon number 8 or above is hoisted and will
be re-opened 2 hours after typhoon signal number 8 or above is lowered or
cancelled.
END
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix I Page 1
Appendix I: General information of meeting venues
Name and
No. of Rooms
Location Maximum Capacity Equipment Rooms can
be merged
with
adjacent
rooms
Theatre /
Classroom
Setting
Meeting
Setting
Jockey Club
Convention
Hall G01
G/F 402 seats
and 4 wheel
chair spaces
NA
Refer to
list 1
No
Lecture Room
101*
1/F
130 --
Refer to
list 2
102
Lecture Room
102* 120 --
Refer to
list 2
101, 103
Multi-function
Room 103* 110 --
Refer to
list 2
102, 104
Multi-function
Room 104* 50 25
Refer to
list 2
103, 105,
106
Multi-function
Room 105* 40 20
Refer to
list 2
104, 106
Multi-function
Room 106* 90 30
Refer to
list 2
104, 105
Classroom
111
1/F WKD
30 15
Refer to
list 2
112
Classroom
112 40 20
Refer to
list 2
111, 113
Classroom
113 40 20
Refer to
list 2
112
Meeting room
114 30 16
Refer to
list 2
No
Meeting room
115 30 16
Refer to
list 2
No
Training room
407
4/F First
Aid and
Health
Training
Centre
36 20 Refer to
list 4
No
Training room
408 30 20
Refer to
list 4
409
Training room
409 48 20
Refer to
list 4
408
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix I Page 2
Name and
No. of Rooms
Location Maximum Capacity Equipment Rooms can
be merged
with
adjacent
rooms
Theatre /
Classroom
Setting
Meeting
Setting
Workshop
507
5/F VDAC NA 8
NA No
Workshop
508 NA
8
NA No
Workshop
509 NA 10
NA No
Resting Room
603
6/F VDAC NA
5 Seats
(Sofa)
NA No
Resting Room
604 NA
5 Seats
(Sofa)
NA No
Resting Room
605 NA
3 Seats
(Sofa)
NA No
Common
Room 606* 40 20
Refer to
list 2
607
Common
Room 607* 40 20
Refer to
list 2
606, 608
Common
Room 608* 40 20
Refer to
list 2
607
Meeting
Room 801
8/F NA 12
Refer to
list 3
No
Meeting
Room 802 NA 12
Refer to
list 3
No
Meeting
Room 803 NA 12
Refer to
list 3
No
Meeting
Room 901
9/F NA 14
Refer to
list 3
No
Meeting
Room 902 NA 12
Refer to
list 3
No
Council
Meeting
Room
NA 30
Refer to
list 3
No
* Rooms can be merged
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix I Page 3
Equipment List
List 1
Name of Equipment Quantities
1. Stage lighting 1 Set
2. Motorized Backdrop Light Bar 1 Set
3. Motorized Banner Bar 1 Set
4. Built-in projector 3 set
5. Screen 3
6. Remote Camera 1
7. Audio System 1 Set
8. Simultaneous Translation System (max 4 translators) 1 Set
9. Headphone (for simultaneous translation system or as
assistive listening aid)
150 sets
10. Wireless Microphone (hand held type) 4
11. Wireless Microphone (hand free type) 2
12. Wired Microphone 2
13. Folding Table 3
14. Chair 10
15. Speech Podium 1
List 2
Name of Equipment Quantities
1. Built-in projector 1 Set
2. Screen 1
3. Audio System 1 Set
4. Wired Microphone 1
5. Foldable Table 1
6. Chair (Room 101) 130
7. Chair (Room 102) 120
8. Chair (Room 103) 110
9. Chair (Room 104) 50
10. Chair (Room 105) 40
11. Chair (Room 106) 90
12. White Board (With 2 markers) 1
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix I Page 4
List 3
Name of Equipment Quantities
1. LED TV Display 1
List 4
Name of Equipment Quantities
1. Built-in projector 1 Set
2. Screen 1
3. Audio System 1 Set
4. Wired Microphone 1
5. Foldable Table (Room 407) 19
6. Foldable Table (Room 408, 409) 1
7. Chair (Room 407) 32
8. Chair (Room 408, 409) 40
9. White Board (With 2 markers) 1
List 5 (On separate request)
Name of Equipment Quantities
1. Portable Video Conference Equipment 1
2. Portable screen 3
3. Portable projector 2
4. Wired microphone 4
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 1
Appendix II
Hiring of meeting and training venues at the Hong Kong Red Cross Headquarters by
external organizations.
There are a number of meeting and training venues at the Hong Kong Red Cross
Headquarters at 19 Hoi Ting Road, West Kowloon, Hong Kong. The following
venues may be hired by external organizations such as NGOs when they are
available:
1. Jockey Club Convention Hall;
2. Lecture Room 101 and 102;
3. Multi-Function Room 103, 104, 105 and 106; and
4. Training Room 407, 408 and 409.
This Appendix includes information related to hiring of these meeting venues:
a. Details of hiring the meeting venues
b. Regulations of hiring the meeting venues
c. Fees of hiring the meeting venues
d. Fees of hiring addition equipment and services
e. Application form for hiring the meeting venues
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 2
Appendix II-a
Details of hiring meeting venues at the Hong Kong Red Cross Headquarters
Hire Time
Peak hours : Mondays to Fridays from 17:00 to 22:00
Saturdays, Sundays and Public Holidays from 08:30 to 22:00
Non-peak hours : Mondays to Fridays from 08:30 to 17:00
Hiring period must be integral number of hours. The minimum hiring period is 2
hours. The hirer should include time for setting up and dismantling work of the
rented venue in the hiring period.
Application Procedures and Payment Method
1. The applicant is required to check the availability of the venues by phone before
submitting the booking form. Telephone reservations will not be accepted.
Booking forms can be obtained either from the website of the Hong Kong Red
Cross (http://www.redcross.org.hk) (HKRC), or by email upon telephone
request.
2. The applicant should return the completed form to the Facility Management
Team – Corporate Services Department (FMT-CSD) at G/F, Hong Kong Red Cross
Headquarters, 19 Hoi Ting Road, West Kowloon, Hong Kong either by email, by
post or in person. For first time applicant who is not a charitable institution or
trust registered under Section 88 of the Inland Revenue Ordinance, please also
enclose a copy of the Business Registration Certificate / Society Registration
Certificate.
It is the responsibility of applicant to ensure that the application form and
relevant document(s) have reached the FM Team.
3. The activities to be held in the meeting venues at the HKRC Headquarters must
not violate any of the 7 Fundamental Principles of the Red Cross / Red Crescent
Movement which include Humanity, Impartiality, Neutrality, Independence,
Voluntary Service, Unity and Universality. For details of the 7 Fundamental
Principles, please refer to www.redcross.org.hk .
4. The FM Team reserves the rights to reject any application without giving any
reason in any circumstances.
5. In order to recover the cost, a usage charge will be levied. Notice of Payment
will be issued to the successful hirer and payment should be settled within 10
working days after the Notice of Payment has been issued and before the date
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 3
of hire whichever is earlier; otherwise, the booking will be cancelled
automatically. The hirer can either settle the payment by cheque or by
transferring the amount to our designated bank account.
A. For payment by bank transaction, bank receipt and the Notice of Payment
should be sent by fax (3103 4079) or by email ([email protected])
to the FM Team as confirmation.
B. For payment by cheque, a crossed cheque made payable to the “Hong
Kong Red Cross” should be presented to the FM Team, while post-dated
cheque or cash will not be accepted. Payment by cheque can only be
accepted if the cheque is received by the FM Team 3 working days before
the hire date.
6. The rates shown are accurate at the time of printing, and the hirer has the full
responsibilities to check the latest rates with the FM Team.
7. If the booking has been cancelled due to bad weather conditions or other
unforeseen situations, the hirer may re-schedule the booking or receive a
refund not exceeding the exact hire charge of the booking. The HKRC
Headquarters will be closed when typhoon signal number 8 or above is hoisted
and will be re-opened 2 hours after typhoon signal number 8 or above is
lowered or cancelled. In these circumstances, the hirer can re-schedule the
unused hiring period in the coming 12 months, subject to availability of the
booked venue (any unused hiring period is counted by rounded hours, for
example if the unused hiring period is 2 hours 29 minutes, the hirer(s) shall only
be able to re-schedule 2 hours of unused hiring session, and if the unused hiring
period is 2 hours 30 minutes, the hirer(s) shall be able to re-schedule 3 hours of
unused hiring session).
8. Request for cancellation of booking other than situations mentioned in clause 7
above will only be accepted in writing, and must reach the FM Team at least 10
working days before the hire date, otherwise no refund for such cancellation of
booking will be made. The proportion of refund will be made in accordance
with the following:
Notice of Cancellation Received Ratio of Refund
Less than 10 days 0%
10 to 29 days 25%
30 to 59 days 50%
60 days and above 80%
9. Lecture Room 101 is equipped with additional telecom infrastructure and may
be converted into a backup call centre. When there is such a service need, all
bookings of Lecture Room 101 will be cancelled without advance notice and the
hirer will receive 100% refund. The hirer may consider hiring another venue
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 4
for the event subject to availability.
10. The hirer shall dismantle all decorations and vacant the venue before the ending
time of the hiring period. The Hong Kong Red Cross reserves the right to
charge additional fees for the time in excess of the hiring period.
11. The Hong Kong Red Cross reserves the rights to stop any function at any time
during the period of hire if any term of the “Regulations of hiring meeting
venues at the Hong Kong Red Cross Headquarters” is breached. In such a
circumstance, no refund will be made.
12. This “Details of hiring meeting venues at the Hong Kong Red Cross Headquarters”
shall be read in conjunction with the “Regulation of hiring meeting venues at
the Hong Kong Red Cross Headquarters”.
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 5
Appendix II-b
Regulations of hiring meeting venues at the Hong Kong Red Cross
Headquarters
1. The Hong Kong Red Cross (HKRC) reserves the rights to stop any function at any
time during the period of hire if any term of this “Regulations of hiring meeting
venues at the Hong Kong Red Cross Headquarters” is breached. In such a
circumstance, no refund will be made.
2. The activities to be held in the meeting venues at the HKRC Headquarters must
not violate the 7 Fundamental Principles of the Red Cross / Red Crescent
Movement which include Humanity, Impartiality, Neutrality, Independence,
Voluntary Service, Unity and Universality. For details of the 7 Fundamental
Principles, please refer to www.redcross.org.hk .
3. The hirer shall ensure that the activities in the meeting venues and the premises
of the HKRC Headquarters are as stated in the application form and comply with
all legal requirements.
4. The hirer shall exercise all necessary and appropriate measures to ensure that
the stated capacity of the venue is duly observed.
5. The hirer shall never publicize, promote, campaign, or advertise their function
by bearing the name of the HKRC or the HKRC Headquarters; nor hinting any
relations or connections with the HKRC or the HKRC Headquarters apart from
the address of the hired venue.
6. The hirer shall be able to present the receipt of payment on the date of booking.
7. Without prior written approval from the Facility Management Team (FM Team)
of the HKRC, the hirer should not use any area other than the hirer has booked,
including but not limited to corridor, staircase and hall. If the hirer uses or
enters any area other than the hirer has booked without prior written approval
from the FM Office, the hirer is liable for all possible loss and damage.
8. The hirer should only use the provided or rented equipment and facilities in the
booked venue and is responsible for reinstating the equipment and facilities to
their original condition immediately after use. The hirer shall use such
equipment and facilities in a careful and proper manner, while no alterations,
modifications, attachments and/or additions to the facilities and equipment are
allowed.
9. The hirer is liable for any loss or damage of the provided or rented equipment
and facilities made by representative, employees, agents or invitees of the hirer.
The hirer shall reimburse the HKRC of the total cost in relation to repairing or
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 6
replacing the loss and damage of the provided or rented equipment and
facilities. The hirer is also liable for compensation if damage of fixtures is
found.
10. The meeting venues should be kept clean and tidy.
11. Cooking or serving of food or beverage will not be allowed in any meeting venue
or the corridor unless specially approved by the FM Team. Special cleaning
charge may be levied.
12. Smoking is strictly prohibited in all areas of the building of the HKRC
Headquarters, including the meeting venues.
13. The hirer should not stick or post any material on areas which may cause
damages or stains to building fabrics including floor, wall, ceiling etc. The hirer
shall reimburse the HKRC of the total cost in relation to repairing or eliminating
damages and stains caused by the hirer.
14. Any smoke, flame or explosion or device or substance causing smoke flame or
explosion to create effects, party cannon, confetti cannon and confetti shooter
alike are prohibited to be used in all rented venues and any area of the HKRC
Headquarters.
15. The hirer shall remove their own properties including decorative, promotional
and packing materials from the meeting venues hired and any other area as the
case may be before departure. If any property or materials belonged to the
hirer(s) is found in any area(s) of the HKRC Headquarters, the FM Team may
remove or store the same in such manner as they consider necessary, and on
demand, the hirer(s) shall reimburse the HKRC of the total cost incurred by such
removal and storage.
16. Without prior approval of the FM Team, sales activities including sales of
goods/souvenirs/articles/programme/services etc and cash transaction of all
kind are strictly refrained to be held in all meeting venues and any other area of
the HKRC Headquarters.
17. No complimentary parking will be available for hirer, its representatives,
employees, agents or invitees.
18. No pets, animals or livestock are permitted inside the HKRC Headquarters and
meeting venues except guide dogs.
19. The HKRC will not be held liable for any damage or loss of luggage and personal
belongings that are brought into the venues and left therein.
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 7
20. The hirer shall bear the liability of having placed appropriate insurance to cover
all eventualities during the use of the hired meeting venue including third
parties liabilities etc.
21. Neither the HKRC nor its employees shall be liable for any claim of loss and/or
damage due to malfunction equipment or services howsoever caused. The
hirer(s) may receive a refund only limited to the exact hire charge(s) of the
unavailable equipment and/or or services.
22. This “Regulation of hiring meeting venues at the Hong Kong Red Cross
Headquarters” shall be read in conjunction with the “Details of hiring meeting
venues at the Hong Kong Red Cross Headquarters”.
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 8
Appendix II-c
Fees of hiring meeting venues at the Hong Kong Red Cross Headquarters
Floor Meeting venue Max. capacity Area
(sq.m.)
Hourly Rate (HK$)
Theatre
setting
Meeting
setting
Charitable
Organizations
Others
Peak
Hours
Non-
peak
Hours
Peak
Hours
Non-
peak
Hours
G/F Jockey Club Convention Hall 406 N/A 417 1200 1000 1450 1250
1/F Lecture Room 101 130 N/A 99 430 400 500 450
1/F Lecture Room 102 120 N/A 92 400 370 500 450
1/F Multi-Function Room 103 110 N/A 88 380 350 450 400
1/F Multi-Function Room 104 50 25 53 230 200 270 250
1/F Multi-Function Room 105 40 20 44 190 150 230 200
1/F Multi-Function Room 106 80 30 66 290 250 350 300
4/F Training Room 407 36 20 104 400 350 450 400
4/F Training Room 408 30 20 66 350 300 400 350
4/F Training Room 409 48 20 112 400 350 450 400
Remark:
1. Hiring period must be integral number of hours. The minimum hiring period is 2
hours. The hirer should include time for setting up and dismantling work of the
rented venue in the hiring period.
2. It is required to hire the in-house technician when audio-visual (AV) facilities and
the lighting system in the Jockey Club Convention Hall are used.
Fees include the following:
Venue Equipment
Jockey Club Convention Hall
3 folding tables, 10 chairs, 4 wireless microphones (3 handheld
type and 1 hand free type), 2 wired microphone and 1 speech
podium
Lecture Room 101 1 folding table, 130 chairs, 1 white board with 2 markers, 1
wireless microphone
Lecture Room 102 1 folding table, 120 chairs, 1 white board with 2 markers, 1
wireless microphone
Multi-Function Room 103 1 folding table, 110 chairs, 1 white board with 2 markers, 1
wireless microphone
Multi-Function Room 104 1 folding table, 50 chairs, 1 white board with 2 markers, 1
wireless microphone
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 9
Venue Equipment
Multi-Function Room 105 1 folding table, 40 chairs, 1 white board with 2 markers, 1
wireless microphone
Multi-Function Room 106 1 folding table, 80 chairs, 1 white board with 2 markers, 1
wireless microphone
Training Room 407 19 folding tables, 32 chairs, 1 white board with 2 markers, 1
wireless microphone
Training Room 408 1 folding tables, 40 chairs, 1 white board with 2 markers, 1
wireless microphone
Training Room 409 1 folding tables, 40 chairs, 1 white board with 2 markers, 1
wireless microphone
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 10
Appendix II-d
Fees of hiring additional equipment and services at meeting venues of the
Hong Kong Red Cross Headquarters
Equipment / Service Rate (HK$)
Technical support $500 per session of
four hours
Simultaneous Translation System (max for 4 translators)
(Jockey Club Convention Hall only) $1,000 per hour
Headphone (for simultaneous translation or as assistive
listening aid) (Jockey Club Convention Hall only) $20 per set per hour
Wired / Wireless microphone $30 per hour
Portable computer (Microsoft Windows) $100 per hour
Lighting system in the Jockey Club Convention Hall $300 per event
White board with 2 markers $60 per set
Flip chart with 2 pens and 20 pieces of paper $60 per set
Laser pointer $30 per piece
Folding table $50 per table
Chair $10 per chair
Table skirting $50 per piece
Remark:
1. The above items are in limited stock and provided on a first-come-first-served
basis.
2. It is required to hire the in-house technician to provide technical support service
when audio-visual (AV) facilities and the lighting system in the Jockey Club
Convention Hall are used unless only the microphones are required.
3. For equipment and services charged by hour, the charge will start and end with
the hiring period of the venue. Technical support will be charged by session of
4 hours.
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 11
Appendix II-e
香港紅十字會總部香港紅十字會總部香港紅十字會總部香港紅十字會總部會議設施租用申請表會議設施租用申請表會議設施租用申請表會議設施租用申請表 – 非牟利團體及其他機構專用非牟利團體及其他機構專用非牟利團體及其他機構專用非牟利團體及其他機構專用
Application for hiring meeting venues at the Hong Kong Red Cross Headquarters
For Charitable Organizations and Corporate Users
申請機構詳情申請機構詳情申請機構詳情申請機構詳情/Details of Organization
(如屬首次申請,而並非根據《稅務條例》第 88 條登記為獲豁免繳稅的慈善機構或慈善信託之機構,請聯同有效
之「社團註冊證明書」或「社團豁免註冊證明書」或商業登記副本交回)
For a first time applicant which is not a charitable organization or trust registered under section 88 of the Inland Revenue
Ordinance, please attach a copy of the relevant registration certificates such as Certificate of Registration of a Society,
Certificate of Exemption from Registration of a Society or Business Registration.
機構名稱:
Name of Organization
機構性質:
Business Nature
如屬根據《稅務條例》第 88 條登記為獲豁免繳稅的
慈善機構或慈善信託之機構,請加上”√”號
If the organization is a charitable organization or trust
registered under section 88 of the Inland Revenue
Ordinance, please put a “√”
□
申請人姓名(中文): Name of Applicant
(in English):
申請人職位/部門:
Position/Department of Applicant
聯絡電話:
Contact No.
電郵地址:
通訊地址:
Correspondence
Address
當日負責人姓名:
Name of in-charge person on event date
申請租用詳情申請租用詳情申請租用詳情申請租用詳情/Details of Application:
所有申請以先到先得處理。設施開放時間為:早上八時至晚上十時。可租用場地如下:賽馬會演講廳,訓練室
101/102,多用途活動室 103/104/105/106,及訓練室 407/408/409。有關場地設施使用守則,請參閱使用條例及規
則。(申請人最早可以預訂 6個月內的場地)
Bookings are made on a first-come-first-served basis. Opening hours of the facilities: 08:30 – 22:00. Facilities available
for hiring: Jockey Club Convention Hall, Lecture Rooms 101/102, Multi-Function Rooms 103/104/105/106, Training Rooms
407/408/409. Please refer to “Regulations of hiring meeting venues at the Hong Kong Red Cross Headquarters” for
regulations applied. (Maximum pre-booking period for all venues is 6 months)
租用場地:
Venues
租用日期:
Event Date
租用時間:
Event Time am/pm - am/pm
活動名稱及性質:
Name and Purpose of
the Event
參與人數:
No. of participants
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix II Version: 1 Jan 2017 Page 12
租用附加設施租用附加設施租用附加設施租用附加設施及服務及服務及服務及服務/Hiring of additional equipment and services
租用賽馬會演講廳時如需要使用影音設備(除非只用咪、投影機及瑩幕) ,必需同時使用本會提供之技術支援服務。
租用收費以每小時計算之設施及服務將以場地租用時間計算。
It is required to hire the in-house technician to provide technical support service when audio-visual (AV) facilities in the
Jockey Club Convention Hall are used unless only the microphones, projectors and screens are required.
For equipment and services charged by hour, the charge will start and end with the hiring period of the venue.
附加設施附加設施附加設施附加設施及服務及服務及服務及服務
Additional equipment and services
數量
Quantity
費用
(由香港紅十字會填寫)
備註:請將填妥的申請表格傳真或電郵至設施管理處。(傳真號碼 : 3103 4097, 電郵地址:
Remark: Please fax or email the completed application form to the Facility Management Team – Corporate
Services Department. (fax number: 3103 4097, email address: [email protected])
申請人姓名及簽署(機構蓋印)
Name and signature of Applicant (with organization chop)
日期 Date:
香港香港香港香港紅十字會專用紅十字會專用紅十字會專用紅十字會專用 For Official Use Only 參考編號 Ref. No.:___________________
致:
貴機構上述申請已被接納/不被接納,詳細情況如下:
The above booking application is/is not approved. Details are as follow:
以下之費用已收到 The following amount has been received
HK$_______________________________ (cheque No. ____________________________)
經手職員 Handled by: ____________________ 批准職員 Approved By : ________________
日期 Date:______________________________ 日期 Date : ___________________________
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix III Page 1
Appendix III
Usage guide of the Overseas Disaster Operation Centre/ PSS Hotline Centre
Purposes of the Centre
The Centre is designated to the following purposes:
- Coordination and working meetings, including operation briefing and debriefing
sessions for staff and volunteers, for Overseas and Local Emergency Response
Operations;
- Training activities for Overseas and Local Emergency Response Operations;
- Hotline Centre for Psychological Support Service (PSS) for Overseas and Local
Emergencies.
Principles in managing room booking
1) Booking for the above purposes enjoys exclusive priority at all times in principle.
Booking of other purposes is accepted only when it does not clash with booking
of the above-mentioned purposes.
2) When a Level 2 or above Operation is announced according to HKRC Overseas
Emergency Response Plan, the Centre will be reserved automatically for a period
of one month for coordination and working meetings of overseas emergencies.
Booking of other purposes will automatically be cancelled or blocked away during
the 1-month period.
3) When PSS mobilization mechanism is at level 1 (supported by CCSD) and PSS
hotline centre is to be set up, the Centre will be reserved for at least 3 days, at
minimum, in response to the emergency incidents. A longer timeframe will be
determined upon service needs.
4) In a situation when both overseas and local emergencies occurs concurrently, and
the Centre is in demand by both operations, priority always goes to PSS Hotline
Centre, followed by coordination or working meetings for local or overseas mega
disaster relief operation. The Departments in charge of the operations should
negotiate for the priority use of the Centre according to needs.
5) Dispute in booking will be settled by the Secretariat which holds the final decision
to coordinate the utilization of facilities whenever necessary.
6) In time of no emergency operation, the Centre shall be reserved by Community
Care Service Department (CCSD) on every Tuesday and Thursday from 1:00pm to
10:00pm.
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix III Page 2
Room Booking Procedure
Booking the Centre is through the FM Office.
Facility management
1) All furniture and equipment in the Centre are designed for use by overseas and
local emergency relief. They shall be used and remain in the room except when
prior approval has been granted by the FM Office.
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ
Appendix IV Page 1
Appendix IV
Usage guide of the Podium Garden
1. The Podium Garden is available to departments to hold various kinds of activities
except BBQ, dining and banquet. It is not available to other organizations.
2. Booking of the Podium Garden may be done via the Meeting Room Booking
System.
3. The Podium Garden may be accessed via the service lift or the staircases.
4. Staff members and some volunteers are granted access to the Podium Garden
with their staff/volunteer cards. If required, please borrow an access card from
the Facility Management Office on G/F with a valid volunteer card on the day of
the event, and return the access card immediately after the event.
5. When using the Podium Garden, special attention must be paid regarding safety.
6. In order to avoid affecting the neighbours, please keep the voice and noise down.
At the same time, the lights in the Podium Garden will be turned off at 8:30 pm.
If extended lighting is required for a specific event, please specify in the booking
and the Facility Management Office will consider.
7. The event organizer is responsible for clearing all event materials after the event.
8. The doors to the Podium Garden must be closed after the event.
香港紅十字會
Hong Kong Red Cross
FM2002 – Guidelines for Booking of Meeting Venues in the Hong Kong Red Cross HQ Page 1
Appendix V
Location map of the meeting and activity venues
G06G05
G02G03G04
G01Jockey Club
Convention Hall
G/F
G01 Jockey Club Convention Hall G05 Backstage / Store Room
G02 Control Room G06 Management Office
G03 – G04 Translator Room
106
104
105
103
102
101
115
116
114113112111
110
109
108
107
1/F
101 – 102 Lecture Room 114 – 115 Meeting Room
103 – 106 Multi-function Room 116 Store Room
107 – 110 RCY WKD Office
111 – 113 Classroom
301
304
305 302 303
3/F
301 Training Base for Overseas Medical
Relief Service and Handling Centre
for Overseas Disaster Relief
Materials
303 Store Room
304 Store Room
302 Drug Room 305 Overseas Disaster Relief Operation
Center/ PSS Hotline Centre
408
407
409
406 405 404
40
3
402
401
4/F
401 Handling Centre for Local Disaster
Relief Materials
405 Store Room
402 Store Room 406 – 409 First Aid and Health Training Centre
403 IT Equipment Staging Room
404 IT Server Room
506
509 508 507 505
510
504 501 503
502
5/F
501 Red Cross Shop / Exhibition Area 505 VDAC Volunteer Resources Corner
502 Store Room 506 VDAC Volunteers Square
503 Red Cross Shop Office 507 – 509 VDAC Meeting Room
504 Store Room 510 VDAC Volunteer Leaders Office
609 608 607 606
601
602 603 604 605
6/F
601 VDAC Red Square 605 VDAC Red Crystal Room
602 VDAC Medical Room 606 – 608 VDAC Function Room
603 VDAC Red Cross Room 609 BTS West Kowloon Donor Center
604 VDAC Red Crescent Room
804
807
806
805
801 802 803814
809 810 811 812 813
808
8/F
801 – 803 Meeting Room 810 – 813 Senior Staff Room
804 Storeroom 814 Store Room
805 – 807 Senior Staff Room
808 – 809 Director Room
90
4
912
911
910
901 902
903
922
918 919 920 921
909
908
913
914
915
916
917
905 906 907
923
Council Meeting
Room
9/F
901 – 902 Meeting Room 912 Director Office
903 Store Room 913 - 915 Senior Staff Office
904 Hospital Schools Supervisor Office 916 – 917 Chairman Office
905 – 906 Hospital Schools Conference Room 918 – 921 Senior Staff Office
907 – 908 Hospital Schools Head Office 922 Store Room
909 – 911 Senior Staff Office 923 Council Meeting Room