Activity Fund

• Eligible activities may receive up to HK$14,000 or 70% of net expense, whichever is lower.
• Activities open to other PolyU students, the public, or co-organised with recognised organisations may receive an additional HK$6,000 or 30% of net expense.
• Signature events or activities with special funding needs may receive up to an additional HK$8,000, subject to SAO approval.
• Maximum Activity Fund support is up to HK$28,000 or 100% of net expense, whichever is lower.

Application Timing

• Submit the completed Activity Form at least 20 working days before the activity.
• Late or incomplete applications may not be considered.
• SOF applications made only after the activity will not be considered.

After the Event

• Submit the Activity Report within 30 days after completion.
• Prepare participant list, fee collection record if applicable, and receipts.
• Year-end SOF reimbursement claim deadline: 7 June 2026.

Before Submission

• Venue quotation for Camptopia
• Draft activity description and objectives
• Draft rundown and logistics support notes
• Contingency plan and safety information
• Equipment and venue support details

During Planning

• Explain venue setup and activity flow
• Support ExCo in identifying add-ons such as campfire, catering, transport, and equipment
• Help prepare a clear package summary for SAO review

Important

• ExperiencesHK does not approve funding. Final approval is handled by PolyU SAO.
• Funding amount may be adjusted by SAO based on actual expenditure and submitted documents.

Items to Avoid

• Activities that do not meet diversity and inclusion requirements
• Activities without English promotional materials
• Student residential camp framing
• Pure welfare or entertainment-only activity descriptions
• Working meals for ExCo or crew
• Unlawful transport arrangements such as Uber
• Items not endorsed in advance by the Hosting Unit

Better Framing

• Position the activity as an orientation, student integration, leadership, peer support, and community-building programme.
• Use clear English promotional materials and inclusive activity objectives.
• Ensure paid external trainers, instructors, performers, or vendors are properly declared where required.

Included Documents

• SAO Activity Form and SOF Guidelines
• Sample venue quotation and budget support
• Venue information, floor plan, and equipment references
• Sample rundown, logistics plan, and contingency plan