香港紅十字會 Hong Kong Red Crossweb.redcross.org.hk/newheadquartersbuilding/photo/venue... · 2017. 1. 4. · Hong Kong Red Cross FM2002 – Guidelines for Booking of Meeting

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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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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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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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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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

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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

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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

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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


1. Built-in projector 1 Set

2. Screen 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

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Appendix I Page 4

List 3


1. LED TV Display 1

List 4


1. Built-in projector 1 Set

2. Screen 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)


1. Portable Video Conference Equipment 1

2. Portable screen 3

3. Portable projector 2

4. Wired microphone 4

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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

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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

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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

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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”.

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Hong Kong Red Cross



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

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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.

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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”.

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Hong Kong Red Cross



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



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


wireless microphone

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Hong Kong Red Cross



Venue Equipment


wireless microphone


wireless microphone

Training Room 407 19 folding tables, 32 chairs, 1 white board with 2 markers, 1

wireless microphone


wireless microphone


wireless microphone

香港紅十字會

Hong Kong Red Cross



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



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：

Email

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



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：

[email protected]）。

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


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


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


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


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

Documents

香港紅十字會 Hong Kong Red Crossweb.redcross.org.hk/newheadquartersbuilding/photo/venue... · 2017. 1. 4. · Hong Kong Red Cross FM2002 – Guidelines for Booking of Meeting