MANDATORY POLICY TO REQUIRE ALL DEPARTMENTS TO USE THE CITYU LODGE
CityU Lodge was established to provide quality and convenient accommodation facilities on campus to support the University's rapid growth of academic activities. The Lodge also serves as the University's strategic development to enhance the campus environment and provide the necessary environment for the increasing number of world-renowned scholars to come to the University for scholarly activities, exchanges, and collaborations.
It was endorsed by the University that it is a mandatory requirement that all departments book the Lodge as the priority for their guests and visitors and for holding academic activities. Please strictly adhere to this requirement when making accommodations for guests and visitors invited by your College/department/Office/Unit.
Please note that the arrangement with the CityU Lodge involves an internal charge between the respective departments and the Lodge, which has no financial impact at the University level. On the contrary, opting to stay off-campus entails actual cash outflow to a third party for accommodation payment, which has a tangible financial impact on the University. Therefore, proper justification should be provided for any deviations from this mandate.
CityU Lodge will issue a letter to prove that the Lodge cannot accommodate your request:
1. CityU Lodge can only provide a partial room(s) for your department;
2. CityU Lodge cannot provide room for the entire period requested by your department.
Remarks:
If the standard room at CityU Lodge is unavailable during the requested period. The delegated booker should reserve accommodation in any other room type (except Suite) at CityU Lodge.
SELF-RESERVATION FOR CITYU LODGE ACCOMMODATION BY CONFERENCE/SEMINAR PARTICIPANTS
CityU Lodge is accepting accommodation bookings from participants attending CityU conferences/seminars.
- Event Schedule Notification: The organizer (departments/offices) should inform CityU Lodge of the conference schedule in advance.
- Booking Form Hyperlink: CityU Lodge will provide the organizer with a hyperlink to the booking form for distribution to conference attendees.
- Booking requests and confirmations: Once attendees have completed the booking request form, CityU Lodge will contact them directly to finalize accommodation arrangements.
- Confirmation letter and credit card information: Participants will be required to provide a confirmation letter of their event registration along with their credit card information for the accommodation booking.
Please contact the Front Office at 3442 3600 or email info@lodge.cityu.edu.hk for more information.
BOOKING POLICY
- CityU Lodge (the Lodge) is located at Academic Exchange Building (AEB) of City University of Hong Kong with 80 guestrooms. The Lodge provides accommodation for the University guests and participants of various University programs and activities. It is not open to the public. Only authorized departmental delegates (“Eligible Booker”) are eligible to book the accommodation via the Lodge Booking System.
- All Individual Reservations should be booked through the Lodge Booking System. Eligible Booker has to login to the Lodge Booking System through the Lodge website “Book Now”. Group reservations should be booked directly with the Lodge via info@lodge.cityu.edu.hk.
- Reservations for 1 to 4 rooms are classified as Individual Reservations. A single booking with 5 rooms or above will be classified as a Group Reservation.
- Guestrooms are allocated on a first-come first-serve basis. Room reservations are subject to the Lodge's official confirmation.
- The Lodge will send a “Reservation Confirmation” to the booker. The Head of the Department should sign and chop on the “Reservation Confirmation” and send it back to the Lodge to proceed with the booking.
- Check-in time: after 14:00hrs.
Check-out time: before 12:00hrs.
A half-day rate applies for late check-out from 12:00hrs to 18:00hrs.
A full-day rate applies for late check-out after 18:00hrs.
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Special requests and late check-out are subject to room availability and confirmation from the Lodge.
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Finance Office reserves the right to revise these notes from time to time, subject to operational needs, without prior notice.
HOW TO BOOK
FREE INDEPENDENT TRAVELER (FIT) RESERVATION
BOOKING POLICY & PROCEDURE
Reservations within 1 – 4 rooms are treated as Individual Reservation
Forms of Payment
House’s Account (Department’s Account)
Required data:
• Name of Booker
• Name of Department
• Booker’s phone number
• Booker’s email address
Guest’s Own Account
Payment for room and incidental charges is required to settle upon departure.
Deposit/Guarantee Policy
In order to secure the best inventory control, the Lodge reserves the right to request the room deposit/guarantee on your bookings in any period during the year.
Amendment Policy
Free amendment is allowed 3 days prior to the arrival and the new amendment is subject to room availability.
Cancellation Policy
Free cancellation is allowed 3 days prior to the arrival.
No Show
In case of no-show, a full room payment penalty will apply.
HOW TO BOOK
GROUP RESERVATION
BOOKING POLICY & PROCEDURE
A single booking with 5 rooms or above will be classified as a Group Reservation.
The below information has to be provided through CityU’s email domain to reservation@lodge.cityu.edu.hk.
Required data:
• Name of the Department
• Information of Booker
• Check in Date
• Check out Date
• Number of Rooms
• Number of Guests
• Room Type
• Arrival Flight / Train Schedule with Estimated Arrival Time
• Special Request (if applicable)
Forms of Payment
• House’s account.
• Guest’s own account.
Deposit/Guarantee Policy
In order to secure the best inventory control, the Lodge reserves the right to request the room deposit/guarantee on your bookings in any period during the year.
Amendment Policy
• 15 days prior to the arrival:
5% of the total no. of reserved rooms is allowed for amendment. (subject to room availability)
• Within 14 days prior to the arrival:
No amendment is allowed.
Cancellation Policy
• 30 days to 15 days prior to the arrival:
50% of the total room revenue will be applied.
• Within 14 days prior to the arrival:
No cancellation is allowed.
No-show
In case of a no-show, a full room payment penalty will be applied.
Rooming list
Final rooming list is required 7 days prior to the arrival.
ENQUIRY