Question 1

Where can I find more details about the rental policy of HKU iCube?

Accepted Answer

To learn more about our rental policies, including booking duration, fee arrangements, borrowable items, and external parties' involvement, please visit our House Rules through the link provided below.
House Rules. (https://08dc91f6-ca3b-4a4b-befd-224bb52a4939.usrfiles.com/ugd/08dc91_9accc74336f7456ba8b873497d131f85.pdf)

Question 2

Where can I find information of those common seating layouts for Standard or Non-Standard Booking?

Accepted Answer

You can access the seating layouts for Standard and Non-Standard Bookings, including the floor plans and actual set-up photos, by visiting the link below. 
Typical Seating Layout List. (https://08dc91f6-ca3b-4a4b-befd-224bb52a4939.usrfiles.com/ugd/08dc91_4ae1f6c8979b431187a695542a5c8753.pdf)   (https://08dc91f6-ca3b-4a4b-befd-224bb52a4939.usrfiles.com/ugd/08dc91_4ae1f6c8979b431187a695542a5c8753.pdf)

Question 3

How do I reschedule my event?

Accepted Answer

To reschedule your event, please cancel your original booking at least 14 days prior to the event date. Once the cancellation is confirmed, you can proceed to make a new booking through Portal on a first-come-first-served basis.

Question 4

What are the consequences for late cancellation or a no-show for an event?

Accepted Answer

Late cancellations or no-shows may result in consequences which could affect other users' experience. Relevant penalties are set to ensure fairness and availability of the facility for other students. For information on the penalties associated with late cancellations or no-shows, please refer to Section 2.3 of our House Rules.(https://08dc91f6-ca3b-4a4b-befd-224bb52a4939.usrfiles.com/ugd/08dc91_9accc74336f7456ba8b873497d131f85.pdf)

Question 5

Do I need to pay deposit for my event booking?

Accepted Answer

For events that include food and beverage, HKU iCube will collect a cash deposit of HKD $500 upon check-in. The deposit will be refunded during check-out after ensuring that all HKU iCube facilities are reinstated. For more information on the cash deposit terms, please refer to Section 5.1.2 in our House Rules.(https://08dc91f6-ca3b-4a4b-befd-224bb52a4939.usrfiles.com/ugd/08dc91_9accc74336f7456ba8b873497d131f85.pdf)(https://www.hku-icube.hku.hk/_files/ugd/08dc91_7fa41dec92b442f0b28db2e4a92c98e4.pdf)

Question 6

What is the duration of both booking periods for future event planning?

Accepted Answer

Standard Bookings must be made between 4 to 126 days prior to the event date.
Non-Standard Bookings must be made between 14 to 126 days prior to the event date.

Question 7

How long is the approval period for my Non-Standard Booking application?

Accepted Answer

Since the Non-Standard Booking requires additional information from the booking party before confirmation. The review process for Non-Standard Bookings typically takes up to 5 days once a complete booking request is received.

Question 8

Can I involve external co-organisers or third-party vendors in my Standard booking event?

Accepted Answer

No, the Standard booking event does not permit the participation of external co-organiser or third-party vendors.

Question 9

Can you recommend any catering services?

Accepted Answer

For a list of available vendor service options, including catering services, please refer to Appendix II of our House Rules (https://08dc91f6-ca3b-4a4b-befd-224bb52a4939.usrfiles.com/ugd/08dc91_9accc74336f7456ba8b873497d131f85.pdf)for more information.

Question 10

What are the procedures to follow before leaving HKU iCube after the end of the event?

Accepted Answer

1) Remove all decorations, leftover food / drink , gifts, and personal items.
2) Empty the trash and dispose of it in the provided bins
3) Return any chairs or furnishings to their original setup or configuration
4) Return the rental items such as tablecloths, microphones, or electronics
For more detailed information on the responsibilities of the booking party, please refer to Section 5.2. in our House Rules. (https://08dc91f6-ca3b-4a4b-befd-224bb52a4939.usrfiles.com/ugd/08dc91_9accc74336f7456ba8b873497d131f85.pdf)

Question 11

Are there any specific requirements for events scheduled on weekends?

Accepted Answer

Guest lift access, which lasts for 1.5 hours each time, during weekends is required upon approval from property management. Please state the necessity of guest lift access during Portal booking process. If F&B is involved, please provide the following information at least 3 days prior to your event: delivery company name, time of access to loading bay, car type (Lorry, Goods Van, Private Car), car height, and Vehicle Registration No.

Question 12

What is the most commonly used LED video wall ratio?

Accepted Answer

Layout A: 
https://static.wixstatic.com/media/08dc91_f3243ef10fb74878b7d0f0821fe19dc0~mv2.jpg

Layout B: (better suited for incorporating PowerPoint)
https://static.wixstatic.com/media/08dc91_2e4b037987bf49b7bcc0f6f104b3fbc5~mv2.jpg

EVENT VENUE SOLUTIONS

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Booking

Seminar

Lecture

Non-Standard
Booking

Customised Event

Site Planning Session (Tuesday)

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