Venue Hire Regulations

1. The rates shown are accurate at the time of printing, with the hirer’s responsibility to check the latest rates with the Admin Office. Rates are subject to change without prior notice.

2. The hirer(s) should ensure that their activities in the premises of The HKFYG Leadership Institute (hereafter “The Institute”) are as stated in the application form and comply with all legal requirements.

3. The hirer(s) should exercise all necessary and appropriate measures to ensure the stated capacity of the venue is duly observed.

4. The minimum hiring period is 2 hours. The hirer(s) must ensure that the use of the hired venue is confined to the hire period.

5. The hirer(s) should never publicize, promote, campaign, or advertise their function(s) by bearing the name of The Institute nor hinting any relations or connections with The Institute apart from the address of the hired venue(s).

6. The hirer(s) should be able to present the confirmation of payment on the date of booking.

7. Without prior written approval from the Admin Office, the hirer(s) should not use nor enter any areas other than the venue(s) the hirer(s) have booked, including but not limited to corridor(s), staircases(s), lobby(s), etc. If the hirer(s) use or enter any areas other than the venue(s) the hirer(s) have booked without prior written approval from the Institute, the hirer(s) are liable for all possible loss and damage.

8. The hirer(s) should only use the provided or rented equipment and facilities in the booked venue(s) and are responsible for reinstating the equipment and facilities to its original condition immediately after use. The hirer(s) should use such equipment and facilities in a careful and proper manner, while no alternations modifications, attachments and/or additions to the facilities and equipment are allowed.

9. The hirer(s) are liable for any loss or damage of the provided or rented equipment and facilities made by representatives, employees, agents or invitees of the hirer(s). The hirer’s should reimburse the Institute the total cost in relation to repairing or replacing the loss and damage of the provided or rented equipment and facilities.

10. The hirer(s) should include sufficient time for setting up and dismantling work at the booked venue(s) and all cleaning and removal of brought-in materials must be completed within the hiring period. The Institute and all management staff will not accept delivery of goods and equipment on behalf of the hirer(s) and all the aforementioned items can only be delivered to the booked venue(s) and received by the hirer(s) during the hiring period. 

11. The hirer(s) should not post materials on areas which may cause damages or stains to building fabrics including floor, wall, ceiling etc. The hirer(s) should reimburse the Institute of the total cost in relation to repairing or eliminating damages and stains caused by the hirer(s). The hirer(s) cannot stick any materials on the wall of the venue.

12. 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 for use in all rented venues and common areas of The Institute.

13. The hirer(s) should remove their own property including decorative, promotional and packing materials from The Institute before departure. If any property or materials belonging to the hirer(s) is found in any area(s) of the Institute, the Admin Office may remove or store the same in such manner as they consider necessary, and on demand, the hirer(s) should reimburse the Institute of the total cost incurred by such removal and storage.

14. Without prior approval of the Admin Office, sales activities including sales of goods/ souvenirs/articles/programmes/services etc. and cash transaction of any kind are strictly prohibited in all meeting venues of The Institute.

15. The hirer(s) should bear the liability of having placed appropriate insurance to cover all eventualities during the use of the booked venue(s) including third parties liabilities etc.

16. Neither the Institute nor its employees will be liable for any claim of loss and/or damage due to malfunction and/or deficiency of the hired audio visual equipment and/or audio and video recording services howsoever caused. The hirer(s) may receive a refund only limited to the exact hire charges(s) of the unavailed equipment and/or services.  

17. Food and/or beverages can only be served at Meeting Rooms, Former Defendant’s Carport, Former Magistrate’s Chamber and some common areas with approval from The Institute. Catering surcharges will be applied if food and beverages are served at these areas. No cooking and washing facilities are available and all food to be served must be brought in ready-prepared, and all brought-in catering materials and waste (containers, glassware and tableware, left-over food, beverage etc.) must be removed from the hired venue(s) by the hirer(s) or the hired caterer before departure Flame cooking, gas or high-voltage electrical appliance and gas bottles for cooking are prohibited within The Institute at all times. The Institute is only responsible for general cleaning of the hired venue(s), but can arrange waste disposal service for the hirer(s) at an additional charge.

18. Parking areas are restricted to hirers(s), his/her/their representatives, employees, agents or invitees unless with written approval by the Institute.

19. Smoking is prohibited on the Institute (including Training Block and Garden).