Time Space Capsule Black Box Theatre Use and Management Regulations

1. Definitions

2. Reservation and Cancellation Policies

3. Use of Theatre

4. Opening Hours

5. Rental Fees for Joint Activities With Non-University Groups

6. Failure of Compliance

7. University Rules and Regulations

1. Definitions

A. Located on the first floor of Zhiren Building in The Chinese University of Hong Kong (Shenzhen), the theatre comprises a multi-purpose theatre, a control room, accessible toilet, a storage room, and a dressing room.

B. The full name of the theatre is "时空胶囊黑匣子剧场" in Chinese, and“Time Space Capsule Black Box Theatre" in English.

C. In this regulation, unless the context otherwise indicates, the following expressions shall have the following meanings:

User  Actual user(s) of the theatre;

Applicant  The contact person of the applying individual, group, or institution;

The Theatre  Time Space Capsule Black Box Theatre and its overall inner space;

The University  The Chinese University of Hong Kong (Shenzhen);

The University Regulations  CUHK General Regulations Governing Undergraduate Studies for Students admitted by CUHK(SZ), CUHK(SZ) General Regulations Governing Undergraduate Studies, CUHK(SZ) Regulations Governing Associate Studies;

The Application  Form Time Space Capsule Black Box Theatre - Booking Application Form, normally in PDF form.

2. Reservation and Cancellation Policies

A. The user or applicant shall fill in the application form with actual information and submit it to University Arts Centre on paper or by email.

B. Please fill in the application form with real information. University Arts Centre reserves the right to decline the application given that the content submitted by the user or applicant is controversial or factually incorrect.

C. If information on the application form is found controversial or factually incorrect, the application form will be invalidated by default and the applicant needs to submit another form.

D. Under normal conditions, the applicant shall submit the application at least three weeks prior to the event. University Arts Centre will begin to receive and process the application up to 120 days (applicable to CUHK(SZ) staff and students) or 90 days (applicable to non-university groups or individuals) prior to the event.

E. For applications made by non-university groups or individuals, University Arts Centre will only accept those in conformity with both conditions as follows:

a) The applied event will not cause any impact on the University's normal functions or other activities.

b) The applied event is in the realms of academia, culture, education, and entertainment, or with the purpose of providing social services.

F. Under normal conditions, applications made by university members (students, faculty and staff) will be given priority.

G. Under normal conditions, applications for political events will not be approved.

H. The user or applicant will receive a formal notification after the application is approved.

I. When a confirmed event is cancelled, please contact University Arts Centre on paper or by email prior to the event. When receiving the formal notification regarding the event, the user or applicant is deemed to accept and follow the Use and Management Regulations of the theatre.

J. A completed and submitted application form is different from a rental agreement. Whether an application will be approved depends on the condition of the venue and details of the event.

K. The user or applicant shall send in a copy of any programme, poster, or other advertising materials used in the event to University Arts Centre for assessment and record purpose.

L. In case of any unforeseen circumstance or force majeure, University Arts Centre reserves the right to cancel an confirmed application based on the actual situation in order to ensure the normal operation of the theatre and campus safety. The user or applicant may reschedule the application to University Arts Centre. (Unforeseen circumstances include, but not limited to, extreme weather, art groups’ rehearsal time increased due to prior performances, university level or external activities, equipment maintenance, etc.)

3. Use of Theatre

A. Before the event, the user or applicant shall confirm the success of reservation, and contact University Arts Centre to confirm the handover time.

B. Any transfer of confirmed applications is prohibited.

C. After checking in with staff members from University Arts Centre, the user or applicant shall evaluate if all equipment in the theatre functions properly and the equipment quantity meets the registered quantity in the equipment list (attached separately). When finding discrepancies in the equipment quantity or operation or if there are any questions, the user or applicant shall immediately report to University Arts Centre.

D. Unless otherwise informed by University Arts Centre, “the morning session” refers to the time slot between 09:00 and 12:00,  “the afternoon session” refers to the time slot between 14:00 and 18:00, and “the evening session” refers to the time slot between 19:00 and 22:00.

E. Unless otherwise permitted by University Arts Centre in written form, each event should not exceed 4 hours.

F. Unless otherwise directly permitted by University Arts Centre staff on site, no food or drink is allowed in the theatre or dressing room.

G. The user is responsible for the proper use and care of the theatre equipment and shall not damage any equipment. Please contact University Arts Centre when you have any questions in using the equipment, and technical support will be provided. Random utilization of the theatre equipment without direct instructions from technicians is not allowed.

H. Without permission of University Arts Centre prior to the event, the user or applicant shall not connect any electrical appliances.

I. Without permission of University Arts Centre prior to the event, no decoration or notice is allowed to be placed inside or outside the theatre.

J. The user or applicant shall remove all decorations or notices immediately after the event.

K. Users shall ensure that the theatre is clean and organized during use. The user or applicant is responsible to clean up any trash disposed in the theatre.

L. The user or applicant may use their own audio/visual recording equipment, but a copy of materials recorded shall be sent to University Arts Centre for archive and promotion of the theatre.

M. Unless a written permission has been obtained from University Arts Centre prior to the event and all conditions possibly considered have been met, the user or applicant shall not generate or use any open flames, fireworks, lasers or chemical used to create smoke or any special stage effect.

N. When films and videos are needed to be shown to the public, the user or applicant shall comply with the following requirements:

a) Materials to be shown shall be submitted to University Arts Centre for confirmation;

b) The user or applicant shall have obtained authorization or license agreement from the copyright holder.

O. The user or applicant shall not infringe copyright in any form.

P. The user or applicant shall set aside time for clearing up and removing their personal items. The rental time shall include the time required by the staff members of University Arts Centre to restore all settings in the theatre. The user or applicant may take this into account when planning venue using hours.

Q. The user or applicant shall leave the venue at the end of the rental period, clean out their belongings, and restore the theatre to its original organized and clean condition.

R. University Arts Centre may be required to remove or store items belonging to the user or the applicant or others after the event. The user or applicant is liable to pay the handling and storage charges as required by the theatre. University Arts Centre is not responsible for any loss or damage of removed or stored items listed in such circumstances.

4. Opening Hours

A. The regular opening hours of the theatre are from 09:00 to 22:00.

B. For live performances, it should be noted that the meal times are from 12:00 to 13:00 and from 18:00 to 19:00.

C. When Meteorological Bureau of Shenzhen Municipality issues rainstorm red or typhoon yellow or above warning signals, or current weather conditions are considered by University Arts Centre unsuitable to support normal activities, to ensure personal and property safety, all activities planned on that day will be cancelled.

5. Rental Fees for Joint Activities With Non-University Groups

A. To protect the interests of the University, when an application for an event co-organized by the University and non-university parties (institutions, groups, or individuals) is made, the contact person of the institution or department shall make declaration and sign documents to confirm the event's actual responsible organization and funding source. Whether the event is subject to rental fees (for on-campus or off-campus users) will be determined by the Director of University Arts Center based on this information.

6.  Failure of Compliance

A. It will be regarded as an absence when the user or applicant did not use the theatre at the reserved time and does not cancel the application within the stipulated time.

B. University Arts Centre reserves the right to order the user or applicant to leave the theatre when the user or applicant wishes to use the theatre without formal notification or permission.

C. It will be regarded as a violation when the user or applicant fails to follow any term of these regulations. University Arts Centre reserves the right to order the user or applicant to make amendments until corrective action has been done and to blacklist the user or applicant when they refuse to make a correction.

D. University Arts Centre will not accept applications made by applicants or groups that have been blacklisted or had three or more records of absence or violation of the regulations.

E. When the user or applicant causes damage to the theatre equipment, University Arts Centre reserves the right to charge the user or applicant damage fees according to the equipment condition.

F. Any violation of university regulations in the process of using the theatre will be dealt with by the University. Any criminal or illegal behavior will be handed over to a law enforcement agency for action.

G. In the event involving copyright infringement in any form, the user or applicant shall be liable to indemnify the University for all claims, lawsuits, demands and legal costs.

7.  University Rules and Regulations

A. The University may introduce separate rules and regulations in accordance with these regulations. In case of any conflict, the official document announced by the University shall prevail.

B. The Director of University Arts Centre has the final decision-making right to all terms of these regulations.

Notes

1) No rental fees will be charged temporarily until further notice.