Application Instructions​

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Application Instructions

Before you start your application, please refer to the following information on the AquaBeat website (www.aquabeat.hk):

  • 1. Venue Booking Arrangements and Hirer Terms (this document)
  • 2. General User Terms
  • 3. Venue rental and equipment charges

Application Procedure

  1. Please complete the Venue Hire Form and email it together with supporting documents and event information to venue@aquabeat.hk. You may also mail or return it in person to AquaBeat Office, 86 Hoi Bun Road, Kwun Tong.
  2. After confirming the rental date, time, venue and equipment, AquaBeat will issue a confirmation letter for the rental of venue and equipment. The organizer must sign and confirm before the deadline stated in the confirmation letter.
  3. After signing the confirmation letter, the deposit notice and invoice will be issued. The organizer must complete the payment before the deadline specified in the payment terms and details in the confirmation letter and submit all event information documents 14 days before the rental date.
  4. All confirmed equipment and rental hours cannot be deleted or refunded. If you need to increase the number of devices or additional rental hours, please submit a request 14 days before the rental date, otherwise AquaBeat will refuse to process the request.
  5. After the activity is over and confirmed by AquaBeat, the deposit will be refunded within 7 working days if there is no overtime use or damage to the equipment and venue.

Supporting Documents

When returning the venue rental form, the organizer must submit copies of the following valid supporting documents together:

Group Application:

    1. Business Registration Certificate; or
    2. a certificate of registration as a recognized charitable institution or charitable trust; or
    3. a school registration certificate or certificate of incorporation issued under the Education Ordinance (Cap. 279); or

Certification documents issued under other Hong Kong laws

  1. For individual applicants: ID card or passport

Event Information

When the organizer returns the venue rental form, please submit it together with the detailed information of the event, including but not limited to:

  1. Detailed process of the event (required, you can fill in the relevant part of the venue rental form, or attach a more detailed version)
  2. Activity floor plan (required)
  3. Guest List
  4. List of items for sale
  5. Booth Information
  6. Performance Details
  7. Exhibition Details
  8. Music and video playback certification
  9. license

If you do not have complete event details when submitting the venue rental form, please ensure that you submit them during the application processing period and submit them all 14 days before the rental date.

Inclement Weather Arrangements

The venue will be closed and all scheduled activities will be cancelled when the following severe weather warnings are in effect:

  1. Typhoon Signal No. 8 or above; or
  2. Black Rainstorm Warning; or

Government issues “extreme situation” announcement
If the above severe weather warning occurs:

  1. If the rental is removed 3 hours before the start time, the activity will proceed as usual.
  2. If the rental time is still or will be effective within 3 hours before the start time, the activity will be cancelled and can be rescheduled or refunded.

If issued during an activity, the activity must be terminated immediately and the rental period can be rescheduled or refunded according to the remaining rental time.

Event Cancellation

In the event of force majeure such as extremely bad weather, major disasters, public health risks, etc., the event may be rescheduled or refunded.

  • If the Organiser decides to cancel or suspend the Event for any other reason (including bad weather that does not meet the above conditions) at its sole discretion, no rescheduling or refund will be made.

In the event of the following circumstances, AquaBeat has the right to cancel the venue application immediately and the fees and deposit paid will not be refunded.

  • Failure to sign the confirmation letter or complete payment before the specified deadline
  • Failure to submit the required activity information and documents 14 days before the rental date
  • The actual process and content of the activity are different from the submitted information

Special Rental

If the organizer is a charitable organization of a public character that is exempt from tax under section 88 of the Inland Revenue Ordinance, a 20% discount on the basic venue rental fee will be offered for renting the AquaBeat venue. Please indicate this and attach valid supporting documents when submitting the venue rental form.

This offer is only applicable to basic venue rental and does not include additional equipment rental charges.

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