Application Procedures

1. Applicant(s) is required to check the availability of venues by phone before submitting the booking form. Telephone reservations will not be accepted. The booking form can be obtained either from the website or by email upon telephone request.


2. Applicant(s) should return the completed form to the Admin Office by email with a copy of following document(s) enclosed:

► Business Registration Certificate/ Society Registration Certificate; and/or

► Charitable Institutions and Trust Registration Certificate issued by the Inland Revenue Department under Section 88 of the Inland Revenue Ordinance.

It is the responsibility of applicant(s) to ensure that the application form and relevant document(s) have reached our Admin Office.


3. After receiving the application form, the Admin Office will review the application based on the nature and content of the activities and will reply by email within 3 working days. All successful applications need to have confirmation by The Institute. The Institute reserves the right for final approval on venue booking and reject any application and no explanation is necessary.


Payment Method

1. Notice of Payment will be issued to successful hirer(s) and payment should be settled within 10 working days or before the due date after the Notice of Payment has been issued; otherwise, the booking will be cancelled automatically. The hirer(s) can settle the payment by cheque. A crossed cheque made payable to “The HKFYG Institute for Leadership Development Limited” should be presented to the Admin Office in person or by mail to address: 302 Jockey Club Road, Fanling, Hong Kong (Attn: Admin Office-Venue Hire), while post-dated cheque or cash will not be accepted.


Cancellation Policy

1. The hirer(s) may re-schedule or receive a refund only if the booking has been cancelled due to bad weather conditions, such as black rainstorm signal or if typhoon signal number 8 and above are hoisted; or due to other unforeseen situations which prevent the use of the hired venue(s) or facilities.


2. Cancellation of booking will only be accepted in writing, and must reach our Admin Office at least 10 days before the date of the function, otherwise no refund for such a cancellation of booking with 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%







3. The Institute reserves the rights to annul any function at any time during the period of hire if The Institute Regulations of Hire are breached. In such a circumstance, no refund will be made.


Severe Weather or Other Unexpected Situations

If the booking has been cancelled due to inclement weather conditions or other unforeseen situations, the hirer(s) may reschedule the booking or receive a refund not exceeding the exact hire charge(s) of the booking in accordance with the following conditions:


1. If Typhoon Signal Number 8 and above or Black Rainstorm Warning Signal is still in force 2 hours at or before the hiring period; or if Typhoon Signal Number 8 and above or Black Rainstorm Warning Signal is still in force at 6:30pm of the date of booking;


2. If Typhoon Signal Number 8 and above is hoisted during the hiring period. The hired venue(s) will be closed within 30 minutes when Typhoon Signal Number 8 and above is hoisted; in such circumstances, reallocation of the unused hiring period is counted by an integral hour. For example, if the unused hiring period is 2 hours and 59 minutes, the hirer should only be able to re-schedule 2 hours of unused hiring session. The hired venue(s) will be re-opened within two hours after Typhoon Signal Number 8 or above is lowered or cancelled. If Typhoon Signal Number 8 or above is lowered or cancelled 2 hours at or before the hiring period and the hirer cancels the booking on his/her own accord, neither reallocation nor refund of the booking will be granted in such case.


3. If Black Rainstorm Warning Signal is issued during the normal opening hours of the hired venue(s), unless safety consideration warrants for impending closure of the hired venue(s), the hired venue(s) will remain open and the hirer can continue to use the hired venue. If Black Rainstorm Warning Signal is issued before the normal opening hours of the hire venue(s), the hired venue(s) will be closed and re-opened within 2 hours after the Black Rainstorm Warning Signal is cancelled. Nevertheless, when Black Rainstorm Warning Signal is cancelled 2 hours at or before the hiring period and the hirer cancels the booking on his/her own accord, neither reallocation nor refund of the booking will be granted.


4. The unused hiring period can only be reallocated in the coming 6 months from the original date of the booking; subject to the availability of the hired venue. The hirer must send a written application to the Admin Office with 30 calendar days, inclusive of the date of the original booking for reallocation of the unused hiring period; otherwise the unused hiring period will be forfeited without further notice. No alteration can be made once reallocation of the unused hiring period has been confirmed;


5. If reallocation of the unused hiring period is infeasible, refund of the paid hire charge will be arranged. The hirer must send a written application to the Admin Office within 30 calendar days, inclusive of the date of the original booking for refund of the unused hiring period;


6. The Institute reserves the right to cancel a booking due to unforeseen circumstances. The hirer will receive a full refund of the paid hire charge. Neither the Institute nor its employees shall be liable for any losses incurred owing to the cancellation of booking.