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Orientation
Activity
Name of Student Society
*
Type of Student Society
*
Email Address of the Society
*
Name of Activity-in-Charge
*
Contact Number of Activity-in-Charge
*
Email Address of the Activity-in-Charge
*
Co-organising Student Society (if any)
*
External Organisations (if any)
*
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Event
Details
*
Name of Activity (in English)
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Name of Activity (in Traditional Chinese)
*
Activity Nature
*
Select
First choice
Second choice
Third choice
Accommodation
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Event Start Date and Time
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Event End Date and Time
*
Are there any back-up dates? Please specify if there is any.
Fee
*
Please type "0" if there is no fee.
Refundable Deposits
*
Please type "0" if there is no fee.
Event Description (in English)
*
in case the main content is in Chinese, please at least add a short description in English to facilitate non-Chinese readers.
Event Description (in Traditional Chinese)
*
Registration Deadline
*
Registration Method
*
Enquiry
Poster/banner image (1MB or below)
*
One file only.
Allowed types: gif, jpg, png, jpeg.
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Event
Rundown
*
Date (Day 1)
Time
*
Venue
*
Activity Name
*
Brief Description (within 50 words)
*
Detailed game plan(s) and script(s)
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Time
*
Venue
*
Activity Name
*
Brief Description (within 50 words)
*
Detailed game plan(s) and script(s)
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Remove
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Add New Time
Time
*
Venue
*
Activity Name
*
Brief Description (within 50 words)
*
Detailed game plan(s) and script(s)
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Date (Day 2)
Time
*
Venue
*
Activity Name
*
Brief Description (within 50 words)
*
Detailed game plan(s) and script(s)
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Time
*
Venue
*
Activity Name
*
Brief Description (within 50 words)
*
Detailed game plan(s) and script(s)
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Remove
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Add New Time
Time
*
Venue
*
Activity Name
*
Brief Description (within 50 words)
*
Detailed game plan(s) and script(s)
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Add New Day
Remove Day
Additional
Questions
*
1. If your Student Society is organising any of the following activities:
Campfire or other activities involving the use of actual flames
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Yes
No
Please tick the following boxes as appropriate:
Our Student Society hereby confirms that we are committed to ensuring the safe and responsible use of flammable/combustible items (e.g. gasoline, alcohol, flour, color powder etc.) with care and we shall avoid exposing these materials to open flames or sparks to prevent accidental fires.
Our Student Society hereby confirms that we have developed a fire safety plan for the Student-led Orientation Activity. This plan incorporates preventive measures and a fire escape contingency plan to be implemented during the Student-led Orientation Activity.
Our Student Society hereby confirms that the venue is appropriate for the activities.
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Water Game
*
Yes
No
Please tick the following boxes as appropriate:
Our Student Society hereby confirms that dark-colored and moisture-wicking fabrics will be our recommended dress code. Participants are not allowed to wear light-colored fabrics which may become transparent when wet during water activities.
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Night Walk or late-night activities
*
Yes
No
Please tick the following boxes as appropriate:
Our Student Society hereby understands and agrees that we shall prioritise the health and safety of all Participants and Student Helpers during the Night Walk activity or any other late-night activities.
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Group Activities in Public Space (e.g. Hong Kong Orientation)
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Yes
No
Please tick the following boxes as appropriate:
Our Student Society hereby understands and agrees that we shall minimise the negative impact caused to the public during group activities in terms of noise control, crowd control, respect of public space and ensuring Participants’ safety.
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Activities involving intense physical exertion, holding stress positions, or forced physical contact
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Yes
No
Please specify the activity and provide valid justifications on the necessity of arranging such an activity.
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2. Arrangements of the Orientation Activity
Is there a certified first-aider present at all times throughout the activity?
Yes
No
Please upload the first-aid certificate of the certified first-aider
1 MB limit
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Will participants retain full possession of their personal communication devices (e.g. mobile phone) at all times throughout the activity?
Yes
No
Please specify the activity/occasion where participants' personal communication devices are confiscated and provide valid justifications on the necessity of this arrangement.
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Please provide the rules that participants need to abide by during the orientation, if there are any.
One file only.
1 MB limit.
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Please confirm the following arrangements in your orientation activity.
Participants have unrestricted access to drinking water and restroom facilities at their own discretion, without the need to seek permission or perform tasks to earn these basic rights.
Participants will not be pressurised to consume any food, liquid, or substance that is not part of a standard meal (e.g., mixtures of condiments, raw food, or alcohol).
Senior students or/and Student Helpers are clearly instructed not to shout, scold or use aggressive language towards Participants.
We will inform the Participants of the purpose and contact methods of the Orientation Incident Reporting Channels on the first day of the orientation activity.
Participants have the right to withdraw from any of the activities at any time without negative consequences.
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What is the formal procedure for a participant to opt out of certain activities, request for leaves or withdraw from the orientation camp?
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Budget
*
Detailed budget of the orientation activity
*
1 MB limit.
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Sponsorship
Are there any commercial sponsors, partners, or external organisations involved in funding or providing goods/services for this orientation activity?
Yes
No
Please list the full names of all commercial sponsors involved.
Use "," to separate the names if there are more than one organisations
Please list the full names of the third-party marketing, PR, or event agency involved.
Use "," to separate the names if there are more than one organisations
Are participants required to share personal data with the sponsors or PR agencies, download any mobile apps, register for online accounts, or sign up for commercial services (e.g., opening a bank account, applying for a credit card, subscribing to a platform) in order to participate in the orientation or receive "free" sponsorship gifts?
Yes
No
Please specify the sponsorship-related actions the Participants need to undertake.
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Declaration
*
Our Student Society hereby declares that the activity and its promotional content does not contain the following: a) disclosure of information which infringes privacy of any individual; b) abusive, offensive or threatening language and expressions directed at a person or group; c) defamation or stigmatisation of a person or group; d) hate speech e) indecent or illegal materials, or activities potentially causing public disorder; (f) sexually suggestive language, nudity, simulation of sexual acts, or the disclosure of private/intimate information.
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Our Student Society hereby declares that we have obtained prior permission of copyrighted works (if any) in the activity.
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Our Student Society hereby declares that the information and supporting documents provided by our Student Society in this form are true, complete and accurate.
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Our Student Society understands and agrees that any willful dishonesty, provision of false or misleading information or lack of documentation provision can lead to the disqualification of our Student Society's application for organising Student-led Orientation Activities and other penalties stipulated in the Orientation Regulations for Student Societies 2026.
*
Our Student Society understands and agrees that we shall provide an updated version of the Proposal(s) and other supporting documents with valid justifications as early as possible shall there be any changes.
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Name of ExCo Completing the Form
*
Position of ExCo Completing the Form
*
Signature of the Attendee
*
Reset
Please sign above
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Supplementary
Information
Other Attachments
One file only.
1 MB limit.
Allowed types: gif, jpg, jpeg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, mp4, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.
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Personal
Information
Collection
Statement
Our Student Society understands and agrees with the following statements:
CEDARS undertakes to comply with the requirements of the Personal Data (Privacy) Ordinance to ensure that personal data kept are accurate and secured.
The information provided in this form will be used by CEDARS during the Orientation Period, including but not limited to sending out updates, event invitations, surveys and other communication, promotion and publicity materials. Photos, videos and event recordings taken at the events organised by CEDARS will be used for its reporting, publicity, compliance with laws, rules and regulations, and other related purposes.
Your personal data will be kept confidential and handled by the authorised staff and data shall be transferred to other parties only for the above-mentioned purposes.
Under the Ordinance, individuals have the right to request access to and correction of their personal data held by the University. Should you wish to access or correct your personal information held by us, please present your enquiry or request to orientation@cedars.hku.hk.
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