Leisure and Cultural Services Department - Antiquties and Monuments Office

Guidelines and Rules for Observing Open Meetings of the Antiquities Advisory Board

Introduction

Any person who wishes to observe the open meetings of the Antiquities Advisory Board (hereunder referred as "AAB") should carefully read the following notes and rules. The Board Secretariat may refuse to allow any person to observe the meeting if he/she fails or refuses to follow any of the rules.

Observation Venues

2. AAB meetings are held at the Conference Room of the Hong Kong Heritage Discovery Centre (the Centre) at Kowloon Park, Haiphong Road, Tsim Sha Tsui, Kowloon. Any person may observe the open meeting of the Board at the Public Viewing Room.

Press Notice

3. A press release together with the agenda of an open meeting will be issued 7 days before the meeting.

Agenda and Discussion Papers

4. The open meeting agenda and discussion papers are available on the Antiquities and Monuments office (AMO) website(http://www.amo.gov.hk) 7 days before the board meeting. Limited copies of the same will also be available at the reception desk of the Conference Room 30 minutes before the meeting starts.

Seat Reservation

5. Any person who wishes to observe an open meeting or any part of it is recommended to reserve seat with the Board Secretariat after the issue of the agenda. The booking should be made at least one working day before the meeting by:

(a) telephone (2721 1704); or
(b) fax (2721 6216)

6. Each person may reserve a maximum of 5 seats.

7. The following information must be provided for each booking:

(a) name(s) of observer(s); and
(b) his/her/their contact telephone number(s).

8. The Public Viewing Room can accommodate a maximum of 50 observers. The seats will be allocated through advance booking on a first-come-first-served basis

9. In case that the seats for a meeting are fully booked, the Board Secretariat will inform those persons whose reservations of seats cannot be entertained.

10. Walk-in observers will be entertained only if seats are available.

11.Registered observers are required to report their arrival at the venue 15 minutes before the scheduled time of meeting. In case he/she fails to turn up at the venue 5 minutes before the meeting, his/her booking will be released for those walk-in observers, if any.

Seating Arrangements

12. Before entering the Public Viewing Room, a registered observer must report his arrival with the Board Secretariat at the reception desk for verification and record purposes.

13. After verification, each observer will be issued with a visitor badge. He/She must display this badge prominently within the precincts of the Centre.

14. The Public Viewing Room will be opened around 15 minutes before the scheduled meetings. An observer may leave the room at any time at his/her discretion. Any observer who has left the Public Viewing Room is required to register again at the reception desk before re-admission to the room.

The Proceedings

15. The proceedings of the open meeting of the Board will be broadcasted simultaneously on display screens installed in the Public Viewing Room.

16. The meeting will be conducted in Cantonese or English as determined by the Chairman. No simultaneous interpretation service is available for observers.

17. All observers must leave the Public Viewing Room when the open session is concluded.

Order and Behaviour

18. All observers must

(a)	dress properly and behave in an orderly manner;
(b)	turn off the beeping devices of pagers and mobile phones;
(c)	be seated as directed by an officer of the Board Secretariat or the venue staff;
(d)	NOT record or film inside the Conference Room and Public Viewing Room (except media representatives) ;
(e)	NOT bring bulky baggage to the open meeting. The venue staff may refuse the entry of any observer into the Public Viewing Room if there is reason to believe that his/her entry is likely to cause a nuisance;
(f)	NOT clamour or chant slogans;
(g)	NOT display any sign, message or banner;
(h)	NOT drink, eat or smoke;
(i)	comply with directions given by an officer of the Board Secretariat or the venue staff for the purpose of keeping order.

19. Any observer who fails/refuses to follow any of the above rules or causes any disturbance to the observation of the meeting will be required to leave the Public Viewing Room immediately.

20. All observers are also subject to compliance with any house rules applicable to the Centre.

Minutes of Meeting

21. The minutes of the open meeting will be uploaded onto the AMO's Website after confirmation by the Board at its next meeting. Copies will also be available at the enquiry counter of the AMO.

Enquiries

22. Any enquiry on the above rules and regulations may be addressed to the Secretariat of the Board.

Secretariat, Antiquities Advisory Board
Address : G/F Cheung Kong Centre, 2 Queen's Road Central, Central, Hong Kong
Tel : 2721 1072
Fax : 3691 8185

Note:
1. The above arrangements are subject to revision as necessary without prior notice.
2. Observers are requested to co-operate with venue staff and follow their instruction while within the venue.

Secretariat, Antiquities Advisory Board
January 2009

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