1. Advance Booking

• Booking for Fitness Center, please click here.
• Booking for other Sports facilities except Fitness Center, please click here. 
• Booking will be accepted at or after 8:00 am one week (seven calendar days) before the date of booking.
• For any one type of facility, a user can only make one booking per day unless otherwise specified.
• Family members of HKUST staff have to be activated through the system by the staff before they can make a booking online.
• Sports Facilities User Card holders have to be registered through the system before they can make a booking online. The registration may take ten working days to complete.
• First time user are encouraged to read the FAQ or User Guide on the menu bar before they make a booking. 

2. On-the-day Booking

• Booking may be made on the day of the facilities to be used. A booking chart indicating booking conditions is posted at the entrance area of the respective facilities.
• No allocation limitation. Vacancies are open to all users.

3. For Organized Competitions

Bookings for competitions must be made at least one month in advance. A prepared fixture and equipment list must be submitted together with the application in a prescribed form. Sample application can be obtained at the Sports Counter.  

4. Use of Weight Training Equipment in the Fitness Center

For safety reasons, only qualified users may use the weight training equipment in the Fitness Center. Please click here for more details.

• Qualified users are those who have attended the Video Viewing Session offered by the Dean of Students' Office or a similar training course elsewhere. For the latter case, presentation of evidence may be required.

• A Weight Training Equipment User Card will be issued to all qualified users. The card must be presented when bookings are made and when the weight training equipment are used. 

  Booking for Fitness Center, please click here.

5. Others

• Courses and activities organized by the Dean of Students' Office will have priority in using the various sports facilities.
• Facilities not taken up 10 minutes after scheduled time will be allocated to other users on first-come-first served basis.
• Information related to types of booking not listed above are available at the Sports Counter and the Dean of Students' Office.

1. Guidelines for Booking of Sports Facilities in Advance by Clubs

BLOCK BOOKING FOR TEAM PRACTICE

• all sports clubs affiliated to the HKUSTSU and have a team formed to represent the University in taking part in the Inter-Collegiate Competitions and/or the Joint Universities Competitions will be allocated a block booking of one practice session of 2 hours per week from September until next April;
• a club has a male and a female team who practise at the same time, the practice session will be 3 hours per week;
• the Sports Association (SA) of the HKUSTSU helps to co-ordinate the block booking schedule in July; team leaders must inform SA their preference prior to the deadline, compromise among teams is needed to suit the competing demand of teams;
• a team who wishes to continue with their practice after April may submit their request duly endorsed by their Club Advisor to DSTO, approval subject to availability.

BLOCK BOOKING FOR CLUB PRACTICE

• all sports clubs affiliated to the HKUSTSU may apply for a block booking for practice of their members, subject to availability;
• use of popular facilities such as the S.H. Ho Sports Hall and the Artificial Turf Soccer Pitch for club practice is usually not supported unless have very strong justification.

ADVANCE BOOKING FOR ADDITIONAL TEAM PRACTICE 

• teams of a sports club may apply for one additional booking for practice of 2-3 hours per week on a monthly basis, subject to availability;
• additional request for team practice in the S.H. Ho Sports Hall and the Artificial Turf Soccer Pitch is normally not supported;
• the booking request must be submitted one month in advance and with the endorsement of Club Advisor.

ADVANCE BOOKING FOR ORGANIZED EVENTS OF SPORTS CLUBS

• each sport club may make advance booking of sports facilities for their organized event (incl. Intramural and intervarsity) once in each academic year;
• events should be held on weekends;
• organized events to be held in the same facility in consecutive weekends will not be supported, including events organized by different clubs;
• booking application should be submitted together with the proposal two months before the event;
• application and proposal should be endorsed by the Club Advisor;
• application not endorsed and/or submitted together with the proposal will not be accepted.

FLEXIBILITY SCHEME

• a pilot scheme for one year starting in September 2011;
• purposes:
  • to enable non-sport clubs to make advance booking for their organized events;
  • to promote use of popular sport facilities during non-peak hours;
  • to promote use of sport facilities with low utilization.

NOTES ON BOOKING AND USE OF SPORTS FACILITIES

• Rules And Regulations on Use of Sports Facilities
  • the rules and regulations are available on the webpage of DSTO;
  • the rules and regulations of each facility are posted on the notice-board inside or at the entrance of the facility
• No-show Penalty
  • Team/Club practice - cancellation of practice sessions in the following two weeks when the team/club has accumulated two no-shows
  • Organized events - cancellation of subsequent bookings of the same event
• Cancellations
  • Teams/Clubs/Organizers may cancel their booking in advance in the following ways:
    (a) in person to the duty attendant of the sports facility reserved;
    (b) in person or by phone to inform staff member at the Sports Facilities Counter at LG4 (Ext. 6666);
  • a cancellation made before the starting time of the booking will not be counted as no-show.
• Admissions of Guest Teams
  • Teams/Clubs may bring in a guest team to practise with them;
  • a form for Admissions of Guest Team is available at the Sports Counter and should be submitted no less than 24 hours before arrival of the guest team.
• Organized Event
  • clubs are advised to organize a working meeting with the Sports Development at least two weeks before the event, attendance of the Club Advisor is desirable.

2. New Arrangement of Sports Club Practice Booking

With immediate effect, Sports club practice in S. H. Ho Sports Hall will be restricted on weekday mornings only, from 9 am to 1 pm. Club practice in other venues will not be affected.

For enquiries, please contact us at 2358 8586 or sports@ust.hk.

3. Advance Bookings of Sports Facilities - Flexibility Scheme

Please click here for the information. 

The Facilities Booking System (FBS) is a web-based booking system which enable eligible users to make online advance bookings for sports facilities, student amenities and equipments.

Opening hours

The system opens daily for 7-day advance bookings at 8:00 a.m. and closes at 9:00 p.m.

Eligibility

All Full-time and Part-time students, staff and family members and Sports Facilities User Card holders.

Access to the booking system

• Students, staff members and alumni should use their university network account as login name.
• Eligible family members of staff require a first-time activation by respective staff members through the system online before access to this system is enabled.
• Sports Facilities User Card holders (excluding HKUST alumni), and long-service retirees / leavers, should also submit a first-time registration through the system online before access to this system is enabled.

First-time users are advised to read the FAQs before using the booking system.

Enquiry: Sports Development, Room LG3002 (via Lift 6) / 2358-8586 / safbs@ust.hk

1. Advance Bookings (for individual recreation)

Advance bookings for individual recreation must be made online at the Facilities Booking System (FBS)

2. On-the-day-booking

On-the-day booking must be made on the spot of the facilities to be used. A booking chart indicating booking status is posted at the entrance of the respective facilities. Facilities not taken up 10 minutes after scheduled time will be allocated to other users on a first-come-first-served basis.

3. Booking for Organized Competitions by Student Societies or Staff Association

Obtain an application form from the Sports Facilities Counter at LG4. Complete the form and return it together with a list of equipments needed for the competition at least one month in advance.
Booking of Sports Facilities for Organized Activities by Groups

4. Frequently Asked Question (FAQ)

1. What is the Facility Booking System?

The Facility Booking System (FBS) is a web-based booking system to enable eligible users to make online bookings for sports facilities, student amenities and equipments.  It makes bookings easy at their fingertips.

2. Who are the eligible users of the FBS?

Eligible users include full-time and part-time HKUST students, staff members, staff family members, long-service retirees/leavers (as defined by the Human Resources Office), and other approved users (holders of sports facilities user cards).

3. Who needs to be registered prior to accessing the system?
  
All full-time and part-time HKUST students and staff will be automatically pre-registered and approved to access the system. Family members of staff as defined by Human Resources Office will need to complete a first time activation on line through the system by the staff concerned. Login name and password for the eligible family members will be sent to the staff concerned via his/her university account. "Sports Facilities User Card" (excluding HKUST alumni), and long-serving retirees / leavers will have to submit their applications online via the system before access to the booking system will be enabled.

4. How can I access the FBS?
  
As FBS is web-based, you need to have an email account, login name and password to use the booking system.

5. How can I make a booking online?
  
It is simple and user-friendly.  Select "Facility General Booking" on the menu bar on top of the screen and then follow the selection windows to choose the venue and time.  Any flickering word "available" means you can make a booking in that time slot. Simply select and click on the time slot. After a booking is confirmed online, a confirmation email will be sent to you for record showing the venue and time slot of the booking made.

6. When will the booking system be open everyday?

The daily opening and closing hours of the system are as follows:

8:00 am to 9:00 pm - booking opens for the coming 7 days
(Note: booking for the following day closes at 9:00 pm)

9:00 pm to 11:00 pm - view only, cannot make any booking online

11:00 pm to 8:00 am - system closed

That is to say, if you wish to make a booking for tomorrow, you have to make it before 9:00 pm tonight.  The system will show a 7-day timetable for most of the facilities except student meeting rooms at 4/F and BBQ stoves at seafront where a 14-day timetable will be shown.  No online booking on the current day.  It must be done on site on the day or simply walk-in if the venue is vacant.
 
7. How can I make a change after the booking is confirmed?
  
If you wish to change or cancel a booking, just "click" on the time slot box in the timetable where it shows your name, then a pull-down menu will appear to let you cancel the booking.  Alternatively, "click" on "My Record" to show all your booking records and then select and delete accordingly.  After the cancellation is confirmed, an acknowledgement email will be sent to you for record.

8. What if a "NO SHOW" occurred?
  
A user who made a booking would be assumed to use the facilities on time.  If a user fails to show up after 10 minutes, it will be released to other users on first-come-first-served basis.  A user who has made a booking but did not show up would be recorded accordingly.

9. How many time slots a day can I book online?
  
You cannot book more than one time slot per facility per day.  Also you cannot book more than one facility at the same hour on the same day.  However, you can book other facilities at different hours.

10. Can I make an "advance booking"?
  
You can make online booking for the next seven days or fourteen days in advance depending on different facilities. "On The Day" bookings will be accepted on a "first-come-first-served" basis at the facility or you can simply walk-in and make use of the facility if vacant.  For organized activities, Student Societies and Staff Groups may make a booking beyond the timetables on the screen by submitting an application form as appropriate for approval.

11. Can all the facilities and venues be booked online?
  
FBS will only accept "7 days booking" from casual users. In organizing programs and events, students and staff groups shall submit the "Application for use of sports facilities for organized activities by groups" or "student amenities room booking form" to the Amenities Service Counter.  Upon approval, system administrator will reserve the venue or facility as appropriate.

12. Can I ask the staff at Amenities Service Counter to make a booking for me?
  
As you need to have a login name and password to enter the system and the information is confidential, it is for your own good that you login and make a booking yourself.  While our staff are instructed NOT to make any booking on behalf of users, they are most pleased to assist if necessary.
 
13. How do I activate my family members registration?
  
You login the system with your normal university account and password. On the menu, you select "My Record" in which there is a sub-menu of "Family Member Registration".  You enter the registration accordingly.  Each family member shall have a login name, password and email address.  If they do not have an email address, they can make use of your university email address.

14. How do my family members change their email address if necessary?

Your family members should login the system and select "My Information", then click the bottom "modify".