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Venues and Facilities Booking System (VFBS)

Venues and Facilities Booking System (VFBS)

The web-based booking System, technically supported by the Estates Office (EO), provides a user-friendly and efficient interface for online booking of amenities which are managed by the Academic Community Hall of Finance Office (ACH/FO), the Academic Registry (AR), EO and the Office of Student Affairs (SA). Reservations from student organisations shall be applied via the VFBS with the logins and passwords provided. Please read the below guidelines and rules before login into the system. 

User Guide of VFBS

Guidelines and Rules

  1. Reservation of venues and facilities under the administration of SA AR, and EO must be made via VFBS before use. 
  2. Bookings are made on a first-come-first-served basis and reservations shall be made via VFBS. Priority will be given to staff or students depending on the nature of the venue at the discretion of the Office-in-charge.
  3. Applications for booking should be made in accordance with the regulations of the office in charge. (For example, reservations shall be made at least 1 week, but not more than 45 days, in advance of the first day of use for amenities and facilities managed by SA.)
  4. If the function is initiated by outside organisations and sponsored by a/an faculty/school/department/office, the faculty/school/department/office concerned should be responsible to make the booking.
  5. To be fair to all users, the SA reserves the right to limit the number of requests submitted by an organisation within a given period of time (see appendices hereafter).
  6. The applicant must check that the items they borrow are in good condition when s/he picks up and returns the items. they must take good care of the items when using them and is to be held responsible for any loss and damage.
  7. Furniture and equipment must not be removed or relocated from the venue(s) without the prior consent of the Office-in-Charge.  Any items moved must be restated to their original positions after use.
  8. Users should keep the venue(s) in good condition and behave properly, they will be held responsible for any damages or losses including fixtures and furniture during the period in use.
  9. The rights of use of VFBS and the venue(s) are not transferrable unless the prior approval is sought from the SA.
  10. All cancellations of borrowing/use should be made at the VFBS. Once the reserved item(s) is/are expected to be no longer needed, the reservation(s) has/have to be cancelled. Failure to do so will result in suspension of future booking privileges for a specified period (please also see point 10).
  11. For reservation of venues, only reasonable time period(s) reserved for the use of preparations and/or clearing up before and/or after the function(s) is/are allowed.
  12. The right of reservations and use of user may be suspended if the regulations herein and /or stipulated in the Manual of Student Activities are not well observed.
  13. Users should safeguard their own belongings. The University does not hold any responsibilities to any damages or losses.
  14. Reservations of amenities managed by SA from offices/departments shall be endorsed by EO prior to the approval of SA.
  15. Outsiders should contact EO for reservations and/or enquiries.
  16. In the case of any disputes, the Office of Student Affairs reserves the right of final decision for amenities managed by SA.

Appendix 1. Regulations on Borrowing and Using Display Boards

  1. All display boards must be erected at the approved site(s) and within the approved period only. Any unauthorized use of boards will be penalized.
  2. All display materials on the boards must be removed and the boards be returned to the storage area immediately after use. In HSH Campus, the storage area is near the recycling bin at L5, Cha Chi-ming Science Tower; in BUR and Shaw Campus, the storage area is at the Podium, Level 3, AAB (close to lift no. 1-4).
  3. The maximum number of boards and period of use are as follows:




Promotion of activity









* Functions organized by joint student organizations may be considered for using more facilities.

Appendix 2. Regulations on Borrowing and Using Tables and Chairs 

The maximum number and period of use of tables and chairs allowed for various usage are as follows:





1 table, 2 chairs



3 tables



3 tables, 60 chairs


For special functions which need more facilities, please contact SA via  .

Appendix 3. Guidelines for borrowing Audio and Visual (AV) Controls

Audio and Visual Controls of Student Activity Rooms and venues could be borrowed by the users prior to the beginning of the reservation period* by visiting the Office of Campus Life and Amenities Unit at WLB401B.

*Please note the following scenarios for borrowing/returning the AV Controls


Borrowing Date

Returning Date

Normal Working Days

Before the beginning of the reservation period

Immediately after the reservation period

Public Holiday/ Non-working hours/ Saturday/ Sunday

The last working day prior

Monday/ The coming working day

You are expected to return the items immediately after the reservation is completed.


Kindly contact our colleagues for items that could be borrowed for the designated Student Activity Room and venues by calling 3411-5894 or sending an email to .

Click Here to Enter VFBS