Booking Procedure for Amphitheatres/Performance Venues

This booking procedure is applicable to hiring of amphitheatres/ performance venues for the purpose of organising cultural and recreational activities (e.g. singing, dance practices or musical performances) in parks and playgrounds by organizations.

Opening Hours and Quota

As regards the daily available sessions and quota for bookings by organisations, please refer to information about individual amphitheatres/performance venues. If the venue is booked for holding major functions or for non-designated use, the booking procedure for use of leisure venues for non-designated use should be followed.

Charges

The use of the venues is free of charge. Regarding the use of electricity, hirers are required to pay all electricity charges plus 20% overhead charges if electricity needs to be drawn at electricity draw-off points of the venues during the activities. For electrical connection, hirers should obtain prior approval from the department and arrange at their own cost for the carrying out of the connection works by registered electricians.

Booking Procedure

Only bookings by registered organisations will be accepted. Applicants should be registered with Certificates of Incorporation under the Companies Ordinance or Certificates of Registration under the Societies Ordinance.

Booking Methods

	Three months in advance
	(i)	Booking for amphitheatres/performance venues shall be made through a written application. The application form shall be duly completed with information including the name of the organisation; the name, address and contact telephone number of the applicant; the venue, date and time to be booked; the purpose for which the venue will be used and the number of performers, etc. The application form shall be signed by the applicant and stamped with the chop of the organisation, otherwise the application will not be considered.
	(ii)	The applicant shall submit to the respective District Leisure Services Office (DLSO) the completed application form (form no. LCS 837a), a copy of Certificate of Incorporation or Certificate of Registration and a copy of his/her identity document by post, by fax or in person three months prior to the date of use (e.g. booking for use of venue in October should reach the respective DLSO by 30 June# at the latest).
	(iii)	An organisation may only submit one application form each month. Repeated applications will be cancelled.
	(iv)	The respective DLSO will allocate the sessions by ballot two months prior to the use of the venues, and the ballot will be held on the 10th of each month. If the date of the ballot falls on a Saturday, Sunday or public holiday, it will be automatically postponed to the next working day. Both the successful and unsuccessful applicants will be notified of the balloting result in writing.
	Advance booking for the following month
	(i)	The applicant may make advance booking for the available sessions in the following month at the respective DLSO/park office starting from the 20th* (or the following working day) of each month. For example, the applicant can make advance booking for the available sessions in May at the respective district/park office starting from the 20th of April*. Venues will be allocated on a “first-come-first-served”basis.
	(ii)	The applicant shall bring along copies of identity document and Certificate of Incorporation or Certificate of Registration to the booking office of the respective DLSO/park office to complete the booking formalities for amphitheatres/performance venues.
	(iii)	Each applicant may make a maximum of one booking for one amphitheatre/performance venue each day on behalf of one organisation.

Cancellation of Booking

	(a)	When Tropical Cyclone Signal No. 8 is in force or the venue is considered not suitable for use on safety or operational grounds by the management staff, the facilities will be immediately closed.
	(b)	In the event of cancellation of booking, the organisation should notify the respective DLSO/park office in writing at least 40 days prior to the date of use. Otherwise the department reserves the right not to accept applications from the organisation within the next 12 months.
	(c)	Under normal circumstances, no alternative session will be arranged for the cancelled session of a venue.
	(d)	Our management staff may withdraw the approval for the use of venue on safety or operational grounds.

Conditions of Use

All users shall observe the Conditions of Use of Leisure and Cultural Services Department Amphitheatres/ Performance Venues and the Noise Control Guidelines for Holding Entertainment Activities at Amphitheatres/Performance Venues.

#	The date on which the application is received by the respective office will be regarded as the date of application.
*	The booking date may be scheduled for another day of each month by DLSOs according to local circumstances. The date will be separately announced by individual DLSO.