A complete file speeds review

• Organisation name and eligibility category (school, NGO, uniformed group, or NSA).
• Preferred date plus at least two alternatives.
• Headcount, age range, and named supervisors with mobile numbers.
• Facilities requested: beach, deck, BBQ pits, launching, or classroom.
• Transport plan and weekend or holiday parking if needed.
• The completed activity registration PDF from Booking Forms.

What staff confirm before writing back

• HAD eligibility of the organising body.
• Clash with member, section, or existing opening-up bookings.
• Headcount against beach, BBQ, and changing-room capacity.
• Supervisor ratios for juniors and on-water activity.
• Guest parking availability on Saturdays, Sundays, and public holidays.
• Any fee, deposit, or insurance note that applies to that visit type.

Does a phone call hold the date?

No. The office can discuss availability, but the slot is only reserved when written confirmation is sent. Dummy note: a same-week verbal hold may be added later if the club publishes one.

What if our numbers change after confirmation?

Email the revised headcount as soon as it is known. An increase may be refused if the beach or BBQ is already at capacity. A decrease should still be notified so staff can release space.

Are there booking fees?

Some visit types carry a facility or coaching charge. Dummy sample: HK$0 for a weekday classroom briefing, HK$400 per BBQ table, HK$80 per launching slot. Replace these figures with the office tariff when it is issued.

What happens in bad weather?

On-water activity may be shortened or cancelled by the clubhouse manager. Land BBQ and indoor sessions usually continue unless a typhoon or rainstorm warning is in force. Dummy rebooking window: one alternative date within 60 days, subject to the calendar.