Library Venue Booking Application

Banner for Library Venue Application

By completing the application helps the HKU Libraries’ Public Relations and Development (PR&D) team with information about the event, schedule, purpose and other arrangements needed. We kindly ask that the completed application be submitted to PR&D 8 weeks before the event for review, availability, and approval process.


1. Particulars of Applicants

Organizing HKU Faculty or Department

Hosting Contact

Contact Person

Contact Email

Contact Office Telephone

Contact Mobile


2. Particulars of the Event

Purpose/ Title of the Event

Details of the Purpose/Event

Date of Event (include day of the week)

Suggested Location (See Location Information)

Time of Event

Time for Setup before Event

Time Location can be returned to patrons (remove all equipment and cleanup)

Audience (Current staff, Students, other*?)

Number of Attendees

Number of Speakers (if non-HKU ID holder please provide name list*)

Seating Setup (See Table Setups)

AV Requirements

Wheelchair access


PC Laptop from Libraries

Speaker's Laptop Type

Registration Tables


Provide an event article for the Library’s FOCUS newsletter

Additional Requirements

* Please provide a list of attendees that are not current HKU staff or students five (5) days before the event. Attendees will need to register at the Enquiries Desk, 2/F Main Library Entrance
* If using an Apple device, speaker/ organizer will need to bring an adaptor that supports an HDMI output

  1. Arrange ordering of furniture by your team and return furniture to existing style after the event
  2. Keep noise levels as low as possible
  3. Arrange cleaning staff once the event is closed
  4. Any damage to the venue will assessed and reimbursement for repairs may be necessary


Information gathered in this form/agreement is in accordance with the Libraries’ Personal Information Collection Statement at