Information on Classroom Booking

Information on Classroom Booking

To book the communal classrooms for teaching and other activities, please note the following:

Office Responsible for Classroom Booking

# For energy conservation, bookings that fall on Sundays or Public Holidays should be confined to Yasumoto International Academic Park (YIA). Please submit bookings to Estates Management Office and pay the fees prescribed by the University, as appropriate. Environmental surcharge will be levied ($4,000 for first 3 hours and $1,000/hour thereafter) for usage of classrooms/lecture theatres on Sundays or Public Holidays in buildings with central air-conditioning other than YIA, wherever applicable.

Time Period

Please refer to the time periods below for bookings until 18:15 from Mondays to Saturdays (as it is necessary to allow 15 minutes for breaks between classes/events). If your booking does not follow this pattern, RES cannot confirm your booking.

* For the Lecture Theatre in Shaw College (SWC LT), if your booking is after 17:30 on weekdays and on Saturdays, please contact the classroom management office of Shaw College (Tel: 3943 7361).

Web Room Booking System (WRB)

1. Authorized users of departments / administrative offices of the University are granted access rights to submit booking requests via WRB under RES homepage. All bookings submitted under WRB are subject to confirmation by RES. Authorized users can retrieve and print confirmation slips generated by the system if the booking requests are successful.
   
   
2. All bookings MUST be submitted via WRB; if access rights have been granted to your department / office, except bookings for the five lecture theatres reserved for special purposes (CYT LT1A & LT1B, LSK LT6 and YIA LT1 & LT2).
   
   
3. For users without authorized access rights, please contact RES (tel: 3943 8966; email: This email address is being protected from spambots. You need JavaScript enabled to view it.) to check whether they can make bookings for the classrooms / lecture theatres of the University.
   
   
4. Booking of lecture theatres does NOT include the foyer/any common areas outside the venues. Users should contact the respective Classroom Management Office for booking of foyer/common areas outside lecture theatres. Please observe the notice from Estates Management Office (EMO) and contact EMO directly for charges of and other details on any re-arrangements of the partitions installed inside these classrooms of Cheng Yu Tung Building (CYT203, 209A-B, LT1A&B).
   
   

Guidelines and rules in usage and booking of classrooms/lecture theatres
 

1. All classrooms and lecture theatres of the University are designed and good for holding general lectures, seminars, and other similar activities. Please state clearly the purpose of your booking and the kind of activities that will be conducted. If the booking is intended for seminar, meeting or workshop, please also state the topic/purpose of these activities. Departments, administrative offices or student societies (users) should NOT hold unrelated activities in classrooms and lecture theatres. The authorized users will be held responsible for the activities conducted and the classroom must NOT be used for activities other than the purpose(s) specified in the booking request. Any misbehaviour or improper activities will be reported to the authorities concerned and are subject to disciplinary actions.
   
   
2. No private/commercial/illegal activities should be held in the classrooms/lecture theatres. If the activities are co-organized with external parties/organizations, the purpose, the name of the external organization, whether the organization is profit or non-profit making and the mode of operation MUST be provided in the booking request. RES reserves the right NOT to entertain any bookings that are co-organized in nature.
   
   
3. If the event held involves a lot of participants that require campus transportation from one area to another, please inform Transport Office of the University and the organizer should arrange campus transportation for their participants.
   
   
4. For singing contest or other similar activities, users are only allowed to book the three specially-equipped lecture theatres for these activities, i.e. UCC C1, UCC C2 or LSB LT6, except with special reasons.
   
   
5. Users can submit bookings for up to 6 months in advance, e.g. in August 2024, users can submit bookings under WRB for January 2025. If there is a genuine need to make reservation beyond 6 months for important conference, please contact RES for appropriate arrangements.
   
   
6. Booking should be submitted at least 24 hours in advance on working days prior to the use of classroom/lecture theatre, so as to allow time for RES to process your booking and the relevant Classroom Management Office can be informed of your booking. For any urgent booking within a working day, users MUST contact RES to make classroom booking in person.
   
   
7. Departments / administrative offices shall be charged the venue booking fees according to the charging scale of the University Teaching Facilities (available at Finance Office’s website and at RES SharePoint) based on the information of funding source provided and the information mentioned in point 2 above, as appropriate. Please make sure that the relevant information is input correctly in the booking request, so that respective classroom management offices and Finance Office can follow up accordingly.
   
   
8. If the reserved rooms are not to be used, please submit cancellation of booking as soon as possible (for bookings submitted by users vis WRB) under WRB or submit the cancellation form (for hardcopy bookings submitted to RES) so that the room can be released to other potential users.
   
   For non-WRB users, please contact RES (3943 8966) to cancel the bookings or submit the cancellation form.
   
   For bookings that involve payment of venue booking fees, users MUST cancel the bookings at least 2 weeks ahead of the event date. Otherwise, users have to pay the venue booking fees in accordance with the payment invoice issued by concerned offices.
   
   
9. CUHK launched Plastic-free Campus to discourage the use of plastic disposables on campus, please observe that no polyfoam meal container or plastic bottled water (1L and below) should be provided at the event. For more information about the ban of these environmentally-harmful items on campus, please refer to the following information:
   
   
   • Guidelines for Sustainable Event Planning and Management – Basic Guidelines, 5. Food and drink, 5.1.1 and 5.1.5 (p.3)
   
   

   • Sustainable Procurement Guidelines – Annex B ‘Mandatory Products and their Specifications’, (xvi) Plastics disposables (p.14).

10. Classroom management offices will monitor the usage of classrooms/lecture theatres according to the booking records. RES will issue warning letters and/or suspend the booking right of the users who are found to have made excessive bookings but fail to cancel the unused bookings.
    
    

11. The University reserves the right to make other arrangements or cancellation of confirmed booking when special circumstances arise, e.g. urgent physical impairment which may cause danger to users, special needs of conference, etc.
    
    
12. Users MUST observe and abide by the regulations stated in the Booking Confirmation Slip for using the classrooms / lecture theatres.
    
    
13. RES reserves the right to make changes to the above rules and guidelines.

AV Equipment

1. Users need to contact Audio Visual Services Unit (AVSU) if they have queries and problems in the use of AV equipment installed inside the classrooms and lecture theatres.
   
   
2. Users who need to have the access codes for the AV cabinets should contact respective Classroom Management Office during office hours. 

1 August 2024