HONG KONG DEBATE OPEN 2013
Organised by HKUST English Debate Team.
A Student Enrichment Activities Fund Initiative.
Co-sponsored by the HKUST Global Student Office.
Frequently Asked/Answered Questions
At HKDO 2013, YOU and YOUR TIME are both very precious to us. So, we thought we would save a few minutes of your time, by clearing some common queries you might have. This is not a fixed list, so do keep checking occasionally.
REGISTRATION
01
Can we get an extension?
In one word, yes. Please send us an email at hkdo2013@gmail.com citing your reasons. If we consider your situation to be genuine and valid, we are more than glad to give you a reasonable extension within which you can pay the applicable fees.
02
What happens if we don't pay up by the extension period?
If you don't pay up by the extension period, we will have to revoke your allocation and re-allocate it to the next institution on the wait list. :(
If you don't write to us seeking an extension by Aug 31, similar procedures will be followed. :(
03
My university is funding my trip. Can we have an invoice/invitation letter?
Definitely. If you need an invoice/invitation letter, again send us an email. We will respond to you within 1-2 days with what you require. If you need an invoice, please specify what you need the invoice for, registration fees or accommodation costs or both. It would help save an additional round of emails.
04
We requested 3 teams, 2 judges. But we were allocated only 1 team, 0 judges. Why? Is this a final decision?
We understand that many institutions may not to be very pleased with our first round of allocations. We had to allocate you lesser teams than what you requested simply because we wanted every institution/open/composite team that applied to get ATLEAST one team. We wanted to give more institutions across Asia a chance to participate in one of the region's top debating tournaments.
We contacted all waitlisted institutions by email on 14th August 2013. If you haven't received such an email, this is a final decision.
05
Can we get additional teams?
It might be possible. Please write to us if you need extra teams and intend to confirm them by paying the registration fees as soon as possible. You are still expected to stick to the payment deadline of Aug 31 for the teams you have been currently allocated.
Teams have time until 31st August 2013 to pay up and confirm their participation in HKDO 2013. We have had a few teams informing us that they won't be able to participate for various reasons. We will recycle the slots that are not confirmed by the registration deadline and re-allocate it to institutions on the waiting list and those who contacted us seeking more teams.
If we are granting you more teams, you should to hear from us on the 10th of September 2013.
06
Can we get additional judges?
This is more likely than question (05). Please send us an email if you want to send more judges than what you have been allocated. It would also help us if you could provide additional information on the adjudication background of these participants. The deadline for such requests will be September 15, 2013. You are still expected to stick to the payment deadline of Aug 31 for the judges you have been currently allocated.
07
Can we get additional observers?
To this, we can safely answer Yes. Please send us an email if you want to send more observers than what you have been allocated. The deadline for such requests will be September 15, 2013. You are still expected to stick to the payment deadline of Aug 31 for the observers you have been currently allocated.
08
What is the last time team slots will be allocated?
This is highly dependent on whether teams confirm the spots that they have been granted.
Our waitlisted teams should expect to hear by September 10, 2013.
Subject to availability of teams, we might release spots by October 1st, 2013.
09
Who will give us confirmation of payment of rego fees and accommodation costs?
Julie, our wonderful Head of all things involving money, will confirm your payment of rego fees and accommodation costs, in her capacity as Finance Director, HKDO 2013. As HKDO 2013 is primarily an EDT HKUST event, all invoices will be issued in the name of EDT, HKUST.
10
Can we change team mates?
OPEN/COMPOSITE TEAMS ADMITTED AFTER REQUEST FOR MORE INFORMATION
If you are debating as part of an/a Open/Composite Team and you have been allocated a team after an explicit review of your debating credentials, you will have to seek prior approval from the Registration Team before modifying your team composition.
ALL DELEGATION CHANGES BEFORE ROOM BOOKING
As we are still in the registration process, you are welcome to modify your delegation without
informing the Registration Team.
ALL DELEGATION CHANGES AFTER ROOM BOOKING
After the Aug 31 deadline, we will be seeking personal information and dietary preferences from participants for purposes of room booking and catering management. If you are modifying your delegation after this exercise, you will need to inform the Registration Team of the changes.
CHANGING TEAMMATES DURING HKDO 2013
Please be reminded as a policy, we discourage changes in teams during the course of the Tournament. If any Team is found to indulge in this practice, they will not be considered for the break (top 24 teams knockout rounds) irrespective of their performance.
We understand there might be emergencies which require such changes to be made in a team. The Registation & Tab Team in consultation with the Adj.Core will approve such changes on a case-by-case basis but the break disqualification rule will still apply.
11
USD or HKD. In what currency should I pay?
We can explain. The registration fees is set at 80 USD (and not in HKD) out of historical reasons (HKDO rego fees is always 80 USD). The accommodation fees is set at 800 HKD for reasons of operational efficiency (that is how Y-Loft bills us). Additionally, these numbers are more convenient in the respective currencies. (800 HKD for instance is 103.something USD).
Justifications apart, agreed it is a bit confusing. So, you are welcome to pay in whichever currency you prefer.
Please stick to the following rates though:
Rego Fees for Deb./Adj. - 80 USD or 620 HKD.
Rego Fees for Observer - 160 USD or 1240 HKD.
Accommodation Fees per Guest - 103 USD or 800 HKD.
TOURNAMENT
01
Will the finals be open to public?
Yes. In fact, participants, HKUST members are welcome to watch all debate rounds on Day 3 of HKDO 2013 subject to space limitations. Needless to write, all phones must be on vibrate, no talking, no walking out in the middle of a speech. "Hear hear"s and applause to awesome arguments are encouraged.
ACCOMMODATION
How do you allocate hotel rooms?
We will allocate hotel rooms on a first-come-first serve basis to institutions that pay the accommodation fees.
We have decided that we would prioritise privacy, comfort and low cost so we will allocate rooms in the following order:
a) Double Room
b) Double Room with Balcony
c) Triple Room
Wherever possible we will try to ensure delegates from the same institution are put together. But, we aren't promising anything. :)
01
02
Can I have the most affordable accommodation possible?
Yes. All such requests will have to be communicated in advance to the Accommodation Team at hkdo2013@gmail.com.
Can I stay at a hotel of my own choice?
As the North Korean government isn't one of our chief sponsors, we will not be curtailing the freedom to better accommodation of our guests.
However, if you are not taking up accommodation booked by us, you are solely responsible for your commuting to and from the debating venues. You are welcome to ride the bus from Y-Loft though.
I want to stay longer and explore Hong Kong. Can I extend my stay at Y-Loft?
Yes. You can. You will need to give us prior notice of such changes in plan. Unless we are informed in advance, you are strictly expected to vacate your rooms by 12 PM 3rd November 2013. All additional costs will be borne by you.