The Hong Kong Academy for Performing Arts

Teaching Venue Booking Rules and Guidelines

This set of guidelines outlines the relevant conditions and/or limitations regarding the
use and booking of teaching venues so that they are used efficiently, effectively and
responsibly and in ways consistent with the Academys values and priorities.

GENERAL RULES:

1. The Academy provides teaching venues for academic and study-related activities
of students and staff. There are three types of teaching venues (A list of teaching
venues can be referred to Appendix A)

(a) General Teaching Venues: Venues suitable for a wide range of activities, or
venues that are used by multiple departments.
(b) Specialised Teaching Venues Venues that are designed for specialized
teaching purposes.
(c) Non-bookable Venues Venues that are for shared usages.

2. The Academy uses ASIMUT as the central venue booking system that keeps all
booking records officially.

3. Normally, activities in teaching venues prioritised as follows:

(a) Special events approved by the Director and Deputy Directors
(b) Classes and productions in the standard session timetable
(c) Make-up classes, seminars, practices, rehearsals and student project
presentations
(d) Faculty/student group academic activities
(e) Academy administration-related activities
(f) Other Academy-approved activities

4. All users shall provide the purpose of usage for booking a teaching venue. Users
shall not be allowed to block book any teaching venues without a detailed
justification.

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5. The following activities are prohibited in all teaching venues. Any confirmed
bookings that involve these kinds of activity shall be cancelled by the Academy.

(a) Activities that may contravene Academy aims, objectives, policies and
regulations.
(b) Activities that are likely to bring the Academy into public disrepute.
(c) Activities that may adversely affect the Academys relationships with its key
stakeholders and partners.
(d) Activities that may encourage inappropriate behaviours.
(e) Activities that may damage the facilities of the venues.
(f) Activities that involve staff/students teaching their own private pupils.
(g) Activities that are booked on behalf of other staff and students or outsiders.

6. The Academy reserves the right to move confirmed bookings to another

venue/timeslot or cancel any bookings when deemed necessary. Under these
circumstances, every effort will be made to find a suitable alternative, if one is
available.

7. Activities to which external guest(s) and/or members of the public are invited
must have prior written approval from a Dean or above. Users must seek
permission from the Director through the Dean of their School for any media
interviews to do with the Academy or work at the Academy.

8. Students and Staff are able to make booking through ASIMUT for those directly
bookable venues. For other venues, please follow the booking methods listed out
in page 5 of this document. Bookings of venues made by the Student Union,
School Associations and other Student Clubs and Societies should go through the
Student Affairs Office (SAO).

9. Users shall accept full responsibility for any damage caused to the premises,
furniture, equipment or other property of the teaching venues. They should
ensure that all attendees are aware of Health & Safety issues and of the proper
conduct expected of them.

10. Under no circumstances can equipment be moved from the venue. If any
equipment is found to be faulty, damaged, or missing, please inform the relevant
offices as listed in Appendix A.

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11. Cancelation of a booking should be made through ASIMUT or to the
corresponding School/Department not less than 24 hours in advance to avoid
possible restrictions being placed on future bookings from that group or
individual.

12. A booked venue that is left idle for 10 minutes or more in anytime during the
booked timeslot shall be regarded as NOT IN USE and available for others to
book. Booking of such a venue should be made through the relevant Room Diary
Keeper during office hours: 8:30am-12:30pm and 2:00-5:30pm, Monday to Friday
(excluding public holidays).

13. The Academy may withdraw access rights to the ASIMUT system in any
circumstance where staff and students are found to be violating these rules.

14. The Academy reserves the right to alter these rules at any time.

BOOKING GUIDELINES:

1. Activities normally take place in teaching venues from 8:30am to 11pm from
Monday to Saturday.

2. Air-conditioning will normally be provided only upon successful booking via

ASIMUT before 2030 on the day prior to the actual booking time. Please refer to
venues with the symbol (^) in Appendix A. For example, for a booking from 1400-
1600 on 6 July, made before 2030 on 5 July, air-conditioning will be provided. For
any booking of these venues made after the aforementioned time, users may make
an enquiry directly to the individual Facilities Services Centre in the relevant
Campus about the provision of air conditioning. However, the provision may be
impeded due to short notice.

3. Every teaching venue booking on ASIMUT must be for the duration of at least 30
minutes. Users wishing to book the same venue more than once in a single day
should be aware that a minimum gap of 60 minutes between the bookings is
required.

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BOOKING METHODS AND TIME RESTRICTIONS
Listed below are three ways to book teaching venues and the relevant time restrictions:
Method 1: Booking made by user(s) directly on ASIMUT:
Table A
School Venues Available for Online Booking Time Restrictions

Staff & CO Practice Room *1 day in advance; 2 hours

Students CO Percussion Room maximum per day; Mon-Sun
Chinese Opera *1 day in advance; 2 hours
Music Practice Room A105, A106, A114, A131-
Students maximum per day; Mon-Fri &
A140
Sun
All FTV Students:
Edit Suite 01,02
Dark Room
FTVL B3015 Students:
Creative Media Suite 20 hours maximum per week;
MFA Students: 40 hours maximum per week
Film and Staff &
(major student); Mon-Sun;
Television Students Digital Sound Studio 3 Booking Horizon: 3 months
Edit Suite 04 within semester
BFA-Sound Major:
Digital Sound Studio 1,2
BFA4-Editing Major:
Edit Suite 03
Music Practice Room A105, A106, A114, A131-
A140 *1 day in advance; 4 hours
Staff & maximum per day; Maximum 2
Music Music Teaching Room A202, A203, A205, A207,
Students hours per session; Mon-Fri &
A209, A211, A213, A215, A216, A218
Sun, Sat(21:00-23:00)
Music Studio T048-T052, T054
Music Recording Major:
ETMD Music Recording Control Room D, F
ETMD Music Recording Drum Booth
Lighting Major:
ETMD Lighting Lab (Staff Only)
ETMD Lighting Lab Control Room (Staff Only)
Theatre and ETMD Bethanie Annex Lighting Lab 4 hours maximum per day;
Entertainment Staff & Booking Horizon: 3 months
Arts Students Sound Major: within semester; Mon-Sat
ETMD Music Composition Suite
ETMD Sound Design Suite
ETMD Sound Lab
Bethanie Annex Sound Laboratory
Technical Direction Major:
Bethanie Annex Technical Direction Lab

*1 day in advance Venues are available for booking 1 day in advance starting from 07:00 a.m. For example,
starting from Tuesday 07:00 a.m., user can make booking for available timeslots on Wednesday.

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Method 2: Booking the following venues through Schools Designated Staff

School Venues available for booking Time Restrictions

2 hours maximum per day; Mon-Sun;
Chinese Sundays & Public Holidays:
Students Studio 10,11,13
Opera submit booking 2 working days in
advance

1 day in advance; 2 hours maximum per

day; Mon-Sun;
Dance Students Dance Studio 02-09,12 Sundays & Public Holidays:
submit booking 2 working days in
advance

3 hours maximum per day (teaching

period);
Rehearsal Room 01,02 6 hours maximum per day (non-
teaching period);
Staff Studio 10,14 Mon-Sun; Booking Horizon: 1 week.
Drama Black Box Sundays & Public Holidays:
submit booking 2 working days in
advance

Drama Directing Major Student

3 hours maximum per day; 9 hours
maximum per week; Mon-Sun; Booking
Horizon: 1 week
Rehearsal Room 01,02 Non-Directing Major Student
Students Studio 10,14 2 hours maximum per day; 6 hours
Drama Black Box maximum per week; Mon-Sun; Booking
Horizon: 1 week
Sundays & Public Holidays:
submit booking 2 working days in
advance

TV Studio
Vision Control Room
Sound Control Room
Film and Staff & Writing Room
Nil
Television Students Senior Writing Room
Transfer suite
Production Laboratory
Jacky Chan Screening Room

To be continued on Page 6

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 School Venues available for booking Time Restrictions
Art Room A, B
Design Studio
ETMD Sound Computer Lab
ETMD Stage Tech Lab
ETMD Stage Tech Lab A
TEA Computer Lab
Theatre and Dye Room
Staff &
Entertainment Nil
Students Fitting Room
Arts
Costume Workshop
Props Metal Workshop
Props Workshop
Props Workshop B
Scenic Art Workshop
Scenic Construction Workshop

School Contact Person

Chinese Opera Kismet Lee
Dance Jessie Pang, Natalie Lau
Drama Mabel Yuen
Film & Television Joe Wong, Suzanne Chan
Theatre and Entertainment Arts Joseph Yan, Rachel Lung
-Teaching Venue Fanny Ku
Music -Performing Venue Jennifer Wong
-Junior Music Pinky Chan

Method 3: Booking made by submission of e-form on intranet

Users should check what venues they are eligible to book through ASIMUT.
Details can be found in Table A. For bookings outside the aforementioned Method
1 and 2, users should submit a Venue Booking Request form,
(https://intranet.hkapa.edu/display/ra/Venue+Booking+Request+Form) which is
available on the intranet, at least 1 working day in advance (for Tuesday to
Saturday) or 2 working days in advance (for Sunday, Monday & Public Holiday).
Notification will be sent to the official APA email account of the requestor upon
confirmation.

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