AGREEMENT TERMS & CONDITIONS
Purpose
FellowSPACE, a complimentary venue provided by the owner, is available for use by NGOs, charities, churches, social enterprises, and affiliated organizations for events, meetings, and short-term office use.
To establish the rights and obligations of the Event Organizer in utilizing the venue. These rights and obligations are non-transferable. The Event Organizer agrees to comply with the following terms:
1. Eligibility
1.1. The Event Organizer must be an IR section 88 registered organization in Hong Kong .
1.2. The Event Organizer shall appoint an Event Coordinator to communicate with venue staff and oversee participant conduct.
1.3. All guests must be 18 years or older and conduct themselves respectfully. Any threatening or abusive behavior is prohibited and may result in immediate termination of this agreement.
2. Venue Access
2.1 The venue is available only during specified hours for the Event Organizer; access outside these event hours is strictly prohibited.
2.2 All guests and event vendors must use only the Passager Lift (NOT Cargo Lift) to access the venue
3. Responsibilities of the Event Organizer
3.1. Ensure compliance with all terms and conditions of this agreement by all staff, guests, and users.
3.2. Pay all applicable costs in advance, including any nominal cleaning or air-conditioning fees, if any.
3.3. Do not use the venue’s name or address for any purpose outside the event without prior written consent.
4. Equipment Usage
41. All equipment must be used responsibly and solely for its intended purpose.
4.3. Turn off all electronics, including lights and AV systems, after the event.
4.4. Report any loss, malfunction, or damage immediately; the Event Organizer may incur expenses for replacement or repair.
4.5. No hazardous or illegal equipment may be stored or operated by guests.
5. IT and Security
5.1. All users must ensure their equipment is compatible with the venue's facilities. This helps ensure safe operation and prevents hazards.
5.2. All users must adhere to all security protocols, including securing doors and personal belongings.
6. Food and Beverage
The Event Organizer may arrange outside catering and must use the tablecloths provided by the venue. Additionally, the Event Organizer is responsible for the proper disposal of all paper cutlery and utensils following the event.
7. Cleaning and Maintenance
Users must arrange their own cleaning crew, as the venue does not employ full-time cleaning staff. The venue must be returned in a clean and orderly condition.
8. Prohibited Activities
8.1. Animals are not permitted in the venue.
8.2. Smoking is prohibited in all areas, including washrooms and lift lobbies.
8.3. The venue may not be used for the manufacture, sale, or distribution of merchandise.
8.4. Public fundraising, lucky draws are prohibited.
9. Compliance with Laws
All events must comply with applicable laws and regulations of the Hong Kong Special Administrative Region (HKSAR), including health and safety standards and data protection laws.
10. Cancellation Policy
10.1. Cancellations by the Event Organizer must be communicated in writing at least 14 days in advance.
10.2. FellowSPACE reserves the right to cancel a booking at any time due to unforeseen circumstances, with notification provided via WhatsApp or email.
10.3. Bookings will be automatically canceled in severe weather conditions (e.g., Black Rainstorm or Typhoon Signal No. 8) or other unforeseen circumstances.
11. Bad Weather Conditions
11.1. If Typhoon Signal Number 8 or a Black Rainstorm Warning is issued during the event, FellowSPACE reserves the right to initiate immediate evacuation.
11.2. The venue will reopen within 8 hours after the Typhoon Signal Number 8 or Black Rainstorm Warning is lifted.
12. Liability
12.1. The venue owner is not liable for any loss or damage to personal property.
12.2. The Event Organizer agrees to indemnify the venue owner against any claims arising from the event and their occupancy.
12.3. The Event Organizer and the appointed Event Coordinator are fully responsible for any damage to FellowSPACE during their occupancy.
13. House Rules
13.1. FellowSPACE enforces a zero-tolerance policy regarding harassment and violence; any misconduct will be reported to authorities.
13.2. The Event Coordinator shall manage guest numbers, participate in pre-event briefings, coordinate the cleaning crew setup, and communicate any venue-related issues, including damages, with venue staff.
13.3. Limited locker facilities are available upon request; users are responsible for their belongings.
13.4. CCTV is in operation for security purposes, with signage posted in relevant areas.
14. Photographs, Videos, and Media Usage
The Event Organizer grants FellowSPACE a perpetual license to use photographs and videos taken during the event for promotional purposes.
15. Amendments
The venue owner reserves the right to amend these terms without prior notice.
16. Disclaimer
The Event Organizer must acknowledge these terms prior to utilizing the venue. This agreement constitutes a binding contract between the venue owner and the Event Organizer.
17. Force Majeure
FellowSPACE shall not be liable for any obligations hindered by uncontrollable events.