Student organisations are welcome to promote their activities at HSUHK campus but at the same time should observe the University’s policy guidelines and procedures on the arrangement for display of publicity materials on campus. While the full set of the guideline (click HERE) can be obtained from Campus Development and Management Office (CDMO)’s website, below listed please find a few salient points for you to note.

1. In order to maintain a clean and tidy campus environment, all displayed publicity materials shall only be displayed at “Designated Areas” (DA) on campus.
2. All displayed publicity materials shall be related to academic work, promotion of University development and activities/events/services on campus.
3. Displays with commercial value and/or promotion of activities/functions/events by external organizations will not be allowed unless prior approval has been obtained from the University’s Communications and Public Affairs Office.
4. Publicity materials of the University shall have the top and overriding priority over any other display materials if there is a time conflict between the display period of University’s promotional materials and those of Schools/Departments/Offices/Centres/Student Organisations.
5. Schools, Departments, Offices, Centres and Student Organisations should be responsible for the legality, accuracy and appropriateness of the displayed publicity materials of their own respective units.
6. The University reserves the right to remove and dispose of any inappropriately displayed materials on campus without any prior notice.

Banner

• Student organisations should make their application through Student Booking System (SBS). 
• Banner design (either tentative / finalised version) should be included in the online application. Should the final output deviates from the design submitted, the University reserves the right to withdraw the approval granted.
• Student organisations should submit their application with the proposal of the activity/ event to be promoted. Endorsement on the proposal should be obtained from the Sub-Organisation Committee of HSUSU first.
• Application should be made at least 14 working days before the display period.
• Banners (BR02-BR11) should be taken down by student organisations. Please arrange to dispose them after the display period and in any case, no later than one week after the end of the display period. 
• Banners (BR12-20) will be taken down by CDMO for you. Please arrange to collect them after the display period and in any case, no later than one week after the end of the display period. Uncollected banner will be discarded without further notice.

Booth

• Student organisations should make their application through the Student Booking System (SBS). 
• Display materials (either tentative / finalised version) should be included in the online application. Should the final output deviates from the design submitted, the University reserves the right to withdraw the approval granted.
• Student organisations should submit their application with the proposal of the activity/ event to be promoted. Endorsement on the proposal should be obtained from the Sub-Organisation Committee of HSUSU first.
• Application should be made at least 5 working days in advance.
• All users must remove the display materials by the end of the display period such that the booth /board can be immediately used by the next user. Failure to do so will be subjected to penalty under “Fail to reinstate the furniture/equipment to its original condition” as shown in the “Points Deduction Scheme”. Display materials will be discarded without further notice.

Posters

• Student organisations can make use of the “Designated Areas” on campus for posters / notices posting.
• Student Clubs and Societies should obtain endorsement from the Sub-Organisation Committee of HSUSU first.
• Users please make sure that “expiry date” and “official stamp” are put on the posters / notices before posting. Unidentified materials will be removed without further notice.

Use of University Logo

If you wish to include the University logo on your publicity materials, please note that approval from CPAO is required in advance. The application form can be downloaded from CPAO website (click HERE).

A) Student Organisations’ Rooms (B301-B305) at LSK Complex (Block B)

The following rooms on 3/F of LSK Complex (Block B) are allocated to student organisations under HSUSU for meeting and storage: 

Eligible Users

B301: Union Council of HSUSU

B302: The Editorial Board of HSUSU

B303: Executive Committee of HSUSU

B304 and B305: Students’ Associations and Affiliated Societies

B) Storage Rooms in Old Hall

Rooms H101-H103 in Old Hall are assigned as storage rooms for student organisations under HSUSU.  Users should comply with the General Storage Guidelines. 

C) Classrooms for meeting purposes

Classrooms will be arranged for student organisations to use for meeting and activity preparation after classes. The Union Council Sub-organisation Committee (UCSC, 屬委會) is responsible for allocating those rooms to sub-organisations. Student organisations should contact UCSC to reserve the rooms. Users should comply with the Terms and Conditions for Use of Classroom and 24-hr Facilities.

D) Lee Shau Kee Complex (Block B) Facilities

Students organisations should pay attention to application lead time.

Student organisations submit their application via email to sdcl.sao@hsu.edu.hk:

1. 1. 1. A duly completed Application Form (SAO_SDCL_Form2a)
      2. Activity Proposal (including rundown/ itinerary, division of work, detailed budget plan, contingency plan)
      3. Form C endorsed by Sub-Organisation Committee of Students’ Union Council
      4. Complete the HSUHK Sports Facilities Booking Online Form to specify the detailed arrangement of the event

Please be reminded to read through the Rules and Regulations for the Use of the Inspiring before submitting application.

F) Other Venues (except facilities in LSK Complex [Block B])

Student organisations should make their application through the Student Booking System (SBS) on eCampus. For guidelines and procedures, please refer to HERE.

Students organisations should pay attention to different application lead time.

For the reservation of Lecture Theatres, student organisations should submit the application via email to sdcl.sao@hsu.edu.hk.  (SAO_SDCL_Form2b)

G) Walkie-talkies and mobile speaker

Student organisations with needs can borrow walkie-talkies from the SAO on a first-come-first-served basis. All on-loan items must be used within the HSUHK campus and are not transferrable to other parties.

Student organisations should state the request in the Student Booking System (SBS) or by sending the Application Form to sdcl.sao@hsu.edu.hk. Application has to be made 5 working days in advance. For guidelines and procedures, please refer to HERE.

H) Pianos

Two pianos, one in the College Hall and one in the Auditorium (D201) can be applied for use by student organisations at the time they submit the venue application form. The use is bound by the following guidelines.

Piano in the College Hall (4/F, Block M)

1. 1. 1. This piano is open for use by offices / schools / student organisations, subject to the availability of the venue.
      2. Student organisations wishing to use the piano for special function should indicate at the time they submit the venue booking application.
      3. All users should use the piano with care and should any problem be spotted regarding the functioning of the piano, please inform CDMO.

Grand Piano in Auditorium (D201)

1. 1. 1. This piano is primarily for use for concerts and University functions.
      2. Offices / schools could apply for the use of it at the time they submit the venue booking applications to CDMO.
      3. Student organisations could apply for the use of it at the time they submit the venue booking application. Only special functions such as musicals and other music related performances would be considered.
      4. All users should use the piano with care and should any problem be spotted regarding the functioning of the piano, please inform CDMO.

Remarks

*All student organisations are strongly encouraged to plan ahead of their own activities. Usage of University’s amenities without prior permission is strictly prohibited.

* Student organisations should comply with the Guidelines for Student-led Activities. Penalties under the Points Deduction Scheme will be imposed on student organisations that fail to comply
with the rules and regulations .

*For external organisations wishing to have its event(s) held at HSUHK Campus, please contact the Campus Development and Management Office at 3963 3150.

Student organisations should observe the following guidelines and submit the application form with supporting documents by email to sdcl.sao@hsu.edu.hk at least 8 weeks before the activity date when they plan to organise any non-profitable sale activities within campus.

Guidelines & Application Form