Booking Guidelines of KT30 at the Millennity

Please read the following before filling out the Booking Form

(The Terms and Conditions outlined in this document are subject to change at the discretion of the KT30 Administrative Office (Office) without prior notice.  Users are encouraged to review the guidelines regularly.) 

1. Classrooms, lounge, and meeting rooms are available for events primarily during term breaks, i.e., December to January and June to August every year.  Outside these periods, usage is permitted only when no classes are scheduled on the intended event date.
2. Confirmation of the venue booking is subject to availability.  Priority will be given to UGC related or funded events.  The completed Booking Form should be returned to the Office by email to KT30@ust.hk.  Successful booking will be confirmed by email.
3. The venue is available for use from 9:00 AM to 6:00 PM on weekdays and Saturdays, and it is closed on Sundays and Public Holidays.
4. Rental charges are calculated as follows:
   • from 9:00 AM to 1:00 PM or 2:00 PM to 6:00 PM for a half day on weekdays and Saturdays
   • from 9:00 AM to 6:00 PM for a full day on weekdays and Saturdays
   • A surcharge of HK$1,000 per hour will apply for non-UGC events and HK$500 per hour for UGC events for any time beyond 6:00 PM on weekdays and Saturdays.  Any additional time required will be charged on an hourly basis.  Clearing of the venue after the event should be included in the booking period
5. Charges include access to all network and AV equipment in the classrooms, such as Wi-FI, projectors, two wireless microphones, one wired microphone, and Zoom.
6. A one-time setup fee for the event is included in the charges.
7. Venue reservation will not be confirmed unless the Booking Form is received.
8. Event organizers should arrange for their personnel to set up the venue, which includes moving and restoring furniture before and after the event if necessary.
9. Users can find the venue layout in the floor plan available on the website of the Academic Registry.  Additionally, they may request site visits prior to making a booking by calling the Office at 3469 3219 or by emailing KT30@ust.hk.
10. The provision of data as requested in the Booking Form is essential.  Users should note that insufficient or inaccurate information will likely delay the processing of the application or result in the application being rejected.  Data provided by users will be used primarily for activities related to the assessment of the booking, actual arrangements of the function concerned, and other necessary follow-up actions related to the booking or function, as appropriate.

              ^ Half day: from 9:00 am to 1:00 pm OR 2:00 pm to 6:00 pm on weekdays and Saturdays

                  ^# Full day: from 9:00 am to 6:00 pm on weekdays and Saturdays

             * An air-conditioning surcharge will apply on an hourly basis after 6:00 PM on weekdays and after 2:00 PM on Saturdays

1. In the Terms and Conditions, User means the party who has a confirmed booking of KT30.
2. Transfer of confirmed bookings is prohibited.
3. KT30 shall only be used for the purpose as stated below:
   • Seminar
   • Conference
   • Meeting
   • Workshop
   • Social or cultural activity
4. Venue clearance time is chargeable and should be included in the booking period.
5. Refreshments may only be served in the Lounge area of KT30.  No eating or drinking is allowed inside the classrooms and meeting rooms.
6. Furniture must not be moved in or out of the classrooms and meeting rooms without prior approval.  If furniture is moved, event organizers are responsible for returning it to its original location at the end of the event.
7. The event users shall not affix any adhesive material on or drive nails, tacks, or spikes into the wall, floor, fixture, or furniture in any part of the classrooms and meeting rooms.
8. The User is responsible for the following:
   • The conduct of the participants
   • Maintaining the cleanliness of the venue and tidying up after use, and covering the cost of any necessary ad hoc cleaning service
   • Any damage incurred to the venue and its facilities
   • The condition of borrowed items, including the costs for repair or replacement of any damaged or lost items
9. The seating capacity of the venue stated must not be exceeded.
10. Installation of temporary structures and/or additional electrical, lighting, and AV equipment is not permitted without prior approval.
11. The event organizer shall indemnify KT30 for all losses, costs, claims, and expenses which the Office may incur or suffer, and against all actions, claims, or demands made by any person, arising from the act of negligence of the participants, guests, or any third party.
12. The Office reserves the right to terminate any booking which may cause damage to any part of the venue, affect the venue's normal activities, or be against any of the regulations stated herein.  The Office reserves the right to close the venue and cancel/terminate any bookings if deemed necessary, with or without prior notice.  The Office also reserves the right to forfeit the charges paid by the event organizer in full or in part and/or levy penalty charges if deemed necessary.

1. The user should submit the Booking Form at least 14 working days before the date of the event.
2. The Office shall notify the user of the booking result by email within 7 working days after the application form is received.
3. Amendment or cancellation of bookings must be submitted to the Office in writing at least 7 working days prior to the date of the event.  Amendment or cancellation of bookings will not be accepted with less than 7 working days' notice, and the event organizer is committed to paying 50% of the full charges.
4. If the booking is confirmed, the user should settle charges accordingly before the due date stated in the booking confirmation.
5. All paid charges will be forfeited in the event of a no-show, which may also affect future bookings.

 By Departmental Budget Transfer (for HKUST users):

• University departments/offices may settle the charges through budget transfer.  The full amount must be settled at least 7 working days prior to the function date.

1. In line with the University's policy on the cancellation of classes and examinations, when the tropical storm warning signal No. 8 or the black rainstorm signal is issued or to be issued within 2 hours, any time during the day, all bookings will be cancelled automatically, without separate and/or further announcement.
2. If the tropical storm warning signal No. 8 or above is issued or is expected to be issued within 2 hours during the event, it must be terminated immediately.  In the event of a black rainstorm warning signal, all personnel are advised to stay indoors until the warning is cancelled and conditions are deemed safe for departure.  Individuals choosing to leave during a black rainstorm warning do so at their discretion and are responsible for their safety.
3. A refund is available for all the bookings cancelled due to bad weather conditions.
4. Separate announcements will not be made by the Office.  The event organizer should consider informing their participants of the cancellation by their means.