Venue Booking
Terms and Conditions

I. Service Mission:

The venues of AIDS Concern Community Space are available for booking and suitable for counselling, activities, events, seminars, workshops, and training etc.

II. Booking Time:

Monday-Friday (9:00am-9:30pm)

Saturday (9:00am-4:30pm)

*Technical support is available during office hour.

Office Hour : Monday – Friday (9:00am-5:30pm)

Minimum time will be 2 hours. Booking time after the initial 2 hours will be calculated hourly.

III. Application Procedures:

1. Applicants can submit the application directly through online venue booking at AIDS Concern’s website. (Please see the application form on the right of this webpage)
2. Application should be submitted if possible 14 days before the booking date. The maximum period of booking in advance is 2 months.
3. Selection of successful application is on a first-come-first-serve basis and is decided by the nature of activities. Applicants will be informed within 7 working days after application form received no matter if the application is successful or not.
4. Debit Note will be sent to the applicant by email once the application is accepted. If you would like to receive a hard copy by post, please contact us for arrangement.
5. Confirmation Letter will be sent to the applicant by email once payment is well received by AIDS Concern.
6. No telephone booking is accepted.
7. To facilitate organizations in preparing their activities, we can offer site visit service to the applicant that is interested in booking our facilities. Please contact us at (852) 2394 6677 (ext 803) or (852) 2864 1301 for visiting appointment.
8. A short introduction on the use of equipment and facilities will be arranged for the successful applicant 2 days prior to the booking day.

IV. Payment:

1. Payment should be settled on or before the due date shown on the Debit Note. On failure to do so, the booking application will be cancelled.
2. Applicants should send a crossed cheque payable to “AIDS Concern Foundation Limited” by post to AIDS Concern head office, 17B, Block F, 3 Lok Man Road, Chai Wan, Hong Kong. (Please mark “Venue Booking” on the mail.)
3. If an application is made less than 7 working days prior to the booking date and is accepted, payment must be settled immediately by deposit to below AIDS Concern accounts, please email the bank-in slip to us for our record.
   • Hong Kong and Shanghai Banking Corporation Limited (HSBC): 575-050265-001
4. When payment is well received by AIDS Concern, receipt(s) will be handed to applicants on the booking date. If you would like to receive a hard copy by post, please contact us for arrangement.

V. Cancellation / Postponement of Booking:

1. Once an application is accepted, a notice of cancellation shall be made by a written form. AIDS Concern will not accept any application for postponement. Applicants should cancel their booking and make a new booking.
2. If the notice is received 7 days before the booking date in case of cancellation,
   • 50% of the total service fee will be charged by the AIDS Concern while the balance will be refunded to the applicants.
3. If the notice is received less than 7 days before the booking date in case of cancellation,
   • All payment will not be refunded.

VI. Arrangement under Tropical Cyclone Warning Signal and Rainstorm Warning Signal:

1. If a Tropical Cyclone Warning Signal No.8 or above / a Black Rainstorm Warning will be hoisted 4  hours before the check-in time, booking can be cancelled by applicants. Applicants may decide reschedule booking date or request refund after the cancellation.
2. If a Tropical Cyclone Warning Signal 8 or above is hoisted during the usage, all activities will be requested to stop immediately. Applicants may decide to reschedule booking date or request refund.

3. If a Tropical Cyclone Warning Signal No.8 or above / a Black Rainstorm Warning are lowered 2.5 hours before the check-in time, all activities will stay in normal operation.

VII. Booking Regulations:

1. Applicants and users must comply with all venue booking rules defined by AIDS Concern.
2. Applicants must register at the Flat B, 3/F, Fu Lee Commercial Building, 14 – 20 Pilkem Street, Jordan, Kowloon before the booking time, and the confirmation letter must be presented to our staff.
3. Applicants and users may begin to use the venue up to 30 minutes before the booked time and should return the venue on time.
4. Applicants should revert back to the original setting of equipment or facilities before leaving the venue.
5. Applicants are responsible for compensation for any damages or losses of facilities.
6. Applicants should submit relevant information to AIDS Concern Community Space 5 working days before the reserved date if a change of venue facilities is required.
7. Applicants must not transfer the venue to other groups or individuals.
8. Applicants are responsible for personal injury or property damage to their users during the use of the venue.
9. Applicants and users are not allowed to eat, drink and post bills inside the venue unless prior approval has been given.
10. Applicants should not exchange the booked venue and/or furniture unless prior approval has been given.
11. Applicants should not move equipment inside the venue.
12. Smoking, gambling and drinking of alcoholic beverages are prohibited in the AIDS Concern Community Space.
13. AIDS Concern Community Space has the right to terminate the use of the venue if the applicants or users violate the rules mentioned above without any refund.

VIII. Inquiries:

Tel: (852) 2394 6677 Ext 803 or (852) 2864 1301

Email: Admin@aidsconcern.org.hk

Office and correspondence address:

AIDS Concern Head office
17B, Block F, 3 Lok Man Road, Chai Wan, Hong Kong
(Please mark “Venue Booking” on the mail.)

We reserve the right of final decision on booking application.

– We reserve the rights to amend and revise the above regulations without prior notice. –