Skip to main content Start main content

Event Management


Our Venue Management Team

The University is the perfect location for hosting different kinds of academic, research and cultural activities. Our Venue Management Team talents offer you support and advice in event planning and coordination, audio-visual equipment rental, furniture and equipment set-up, technical support and crowd management. They are ready to help and ensure the smooth running of your events.

You are welcome to read more details on our Venue Management Manualpadlock-16 , call us on Tel. 2766 4434 or email us at


 Through our online Venue Booking Systempadlock-16 , campus users can arrange booking of Covered Wing Podiums, Group photo-takings Venue, Exhibition and Counters, and Other Venues, and no more than 2 locations will be normally reserved for the same activity.

There are also other venues managed by other University departments including Campus Development Office (CDO), Culture Promotion and Events Office (CPEO), and Student Affairs Office (SAO).

Feel free to take a look of the Campus Map to aid your planning.



Bookings for all covered wing podiums and designated promotional locations on the main campus are to be made via our online Venue Booking Systempadlock-16 , which is accessible by PolyU Staff and the current PolyU SU representative for viewing the booking status. Authorised staff (see the list herepadlock-16 ) can book directly on the system for their events 180 days in advance generally on a “first-come-first-serve” basis and subject to University Policies & Procedures, rule & regulations and etc.

We assess applications for venue hire in accordance with the criteria specified in the following terms and conditions, and guidelines.
Terms and conditions - staff
Joint Guideline for Management and Control of Contractor

Event Setup and Dismantling

We can assist you in your event setup and dismantling. Our appointed contractor serve through Monday to Sunday. Welcome to submit a request for this service at least 3 days in advance and don’t forget to check the Charging for Removal Servicepadlock-16 and learn about the charging rates (the rates shall be different during office and non-office hours). Please contact Miss Esther Leung at Tel. 3400 3074 or Miss Ella Lee at Tel. 3400 3902 if you have any questions.

Publicity Materials

Campus users can make use of the online Venue Booking Systempadlock-16 to reserve the space for various publicity materials, including Banners, Core Pictures, Pillar banners (Upper part), Pillar banners (Lower part), Flag Seas, Staircase Stickers, and Easy Banner. Please also check out the installation guidelines related to banner installations HERE.

For booking and use of the Digital Display System, please complete the online application form and return to Communications and Public Affairs Office (CPA) for their review and approval.

If you want to display posters or directional signs (read the Guidelines here) on campus about your events, these posters must not exceed the size of A3 with dept/office/society/organisation chop and removal date stamped. They should be affixed at the designated poster area. Directional signs should only be affixed at the designated poster area or the red brick wall on the event date only.

Audio Visual Equipment and Digital Display

We can accommodate your audio or visual requirements such as microphones and speaker system while you may also consider having technicians to assist. Welcome to read more details on our Venue Management Manualpadlock-16 or contact the Learning and Teaching Technology Support Service of the Information Technology Services Office (ITS) at ext. 6302 or ext. 6303 for details.

For booking and use of the Digital Display System, please complete the online application form and return to Communications and Public Affairs Office (CPA) for their review and approval.

If you plan to book the Chan Sui Kau and Chan Lam Moon Chun Square (Logo Square) and use its LED Display Wall (Size: 6.72m (L) x 3.84 (W)), please make reservation by completing the online application form and return to Communications and Public Affairs Office (CPA). You can contact them as well for the use of Logo Square Audio System along checking out its specifications, and for the booking LED Display Panel at FGHJ Courtyard.


Crowd Control Equipment, Furniture Items and Plants

There are times when event organisers need advice on crowd control and appropriate set-up to minimise possible risks. Or they may need help in arranging suitable furniture for the events or event nice plants and floral decoration to add to the aesthetics of the events. Welcome to read from our Venue Management Manualpadlock-16 or send us an email at

Temporary Provision of Electricity and Lightings

There is provision of basic electricity and lighting in most of the covered wing podium. General lighting is provided on the following schedule:
Nov-Jan : 5.45 pm to 6.45 am
Feb-Apr : 6.15 pm to 6.30 am
May-Aug : 6.45 pm to 6.00 am
Sep-Oct : 6.00 pm to 6.30 am

Supply of Three Phase power or additional lightings is also possible. Please send us an email at if you have any question. Also do take a look at these Guidelines for temporary electrical installations - contractor and Safety Tips for using Plugs (EMSD).

More Information

Do check out HERE for a list of online systems, manuals, forms, guidelines and documents that directly relate to venue booking and management.

Your browser is not the latest version. If you continue to browse our website, Some pages may not function properly.

You are recommended to upgrade to a newer version or switch to a different browser. A list of the web browsers that we support can be found here