Facilities and Services of Hong Kong International Arbitration Centre: Venue Arrangements for HKIAC Arbitration Hearings

The 2024 amendments to the Hong Kong International Arbitration Ordinance (Cap. 609) came into full effect on 21 June 2024, introducing a statutory framework for third-party funding of arbitration and expanding the scope for emergency arbitrator relief. This legislative change has driven a measurable uptick in the number of parties choosing Hong Kong as their arbitral seat. The Hong Kong International Arbitration Centre (HKIAC) reported 500 new arbitration case filings in 2024, a 15% increase from the 436 filings in 2023, according to its 2024 Case Statistics. For parties now preparing for hearings under this updated regime, the choice of venue is not merely logistical—it determines procedural efficiency, cost control, and the enforceability of the eventual award. The HKIAC provides a dedicated hearing facility at 38/F Two Exchange Square, Central, designed to meet the specific demands of international arbitration. This article sets out the venue arrangements, available services, and practical booking procedures for HKIAC arbitration hearings, based on the Centre’s published Practice Notes and standard terms.

Venue Layout and Hearing Room Specifications

The HKIAC hearing centre spans two full floors at Two Exchange Square, offering 19 hearing rooms and additional breakout spaces. The facility is purpose-built for arbitration, not adapted from general conference rooms.

Room capacity and configuration. Hearing rooms range from the Main Hearing Room, which seats 36 persons in a formal tribunal layout, to smaller rooms seating 8 persons for procedural meetings. Each room is equipped with a fixed tribunal dais, a witness stand, and counsel tables. The floor plan is published on the HKIAC website, allowing parties to select a room that matches their estimated attendance. The Centre recommends booking the Main Hearing Room for cases involving three arbitrators, multiple counsel teams, and expert witnesses.

Audio-visual and recording equipment. Every hearing room includes a digital evidence presentation system with dual 75-inch displays, a ceiling-mounted document camera, and a multi-channel audio recording system. The recording system captures separate audio tracks for the tribunal, counsel, and witnesses, which can be exported as MP3 files at the conclusion of each hearing day. Parties requiring real-time transcription must arrange their own court reporting service; the HKIAC does not provide in-house stenographers.

Interpretation booths. Six hearing rooms have permanent soundproof interpretation booths with ISO-standard acoustics. The booths accommodate two interpreters working simultaneously, supporting consecutive or simultaneous interpretation. The HKIAC does not employ interpreters; parties must engage and pay for interpretation services directly. The Centre provides the booth free of charge as part of the room rental.

Accessibility compliance. All hearing rooms and common areas comply with the Disability Discrimination Ordinance (Cap. 487) accessibility standards. Wheelchair-accessible routes connect the lift lobby to every hearing room, and two hearing rooms have adjustable-height tribunal benches. The building’s main entrance at 8 Queen’s Road Central has a ramp and automatic doors.

Booking Procedures and Fee Structure

The HKIAC operates a centralised booking system managed by its Venue Services Team. Bookings are accepted up to 12 months in advance, and the Centre recommends confirming hearing dates at least 60 days before the first scheduled day.

Booking request process. Step 1: Complete the online Venue Booking Request Form on the HKIAC website. Step 2: The Venue Services Team responds within two business days with a preliminary quote and room availability. Step 3: Pay a 50% deposit to confirm the booking; the balance is due 30 days before the first hearing day. The HKIAC accepts payment by bank transfer, credit card, or cheque made payable to “Hong Kong International Arbitration Centre.”

Fee schedule for 2025. The daily rental for the Main Hearing Room is HKD 38,000. Standard hearing rooms (seating 12–20 persons) are HKD 18,000 per day. Smaller rooms for procedural hearings (seating 8 persons) are HKD 8,000 per day. All fees are subject to a 10% service charge and applicable government rates. Half-day rates are available for bookings of four hours or less, charged at 60% of the daily rate. The HKIAC does not charge for the first hour of a site inspection visit.

Cancellation and amendment policy. Cancellations made more than 60 days before the first hearing day incur no penalty; the deposit is refunded in full. Cancellations between 30 and 60 days incur a charge of 25% of the total booking value. Cancellations fewer than 30 days before the first hearing day forfeit the full deposit. Amendments to room size or dates are subject to availability and a HKD 2,000 administrative fee per change.

Discounts for HKIAC-administered cases. Parties in cases administered by the HKIAC under its Administered Arbitration Rules receive a 15% discount on room rental. The discount applies automatically upon confirmation of the case reference number. For ad hoc arbitrations seated in Hong Kong, no discount is available unless the parties separately agree to HKIAC administration.

Catering and Hospitality Services

The HKIAC offers in-house catering through a contracted service provider. Parties are not permitted to bring external food or beverages into the hearing rooms.

Standard catering packages. The Centre provides three tiers of catering: a standard package at HKD 280 per person per day (morning coffee, tea, water, and two types of pastries); a premium package at HKD 480 per person per day (adds a hot lunch buffet with three main courses, salad bar, and dessert); and a deluxe package at HKD 680 per person per day (adds an afternoon tea service with finger sandwiches and cakes). All packages include unlimited still and sparkling water throughout the day. Dietary restrictions—halal, kosher, vegetarian, vegan, gluten-free—must be specified at least 72 hours before the first hearing day.

Separate tribunal dining. The HKIAC provides a private dining room for tribunal members, separate from the main catering area. The tribunal dining room is located on the 39th floor and seats up to six persons. Use of the tribunal dining room is complimentary for the duration of the hearing. The standard catering packages apply to tribunal members at the same per-person rate.

Evening reception option. For hearings that extend into the evening, the HKIAC can arrange a cocktail reception in the 38th floor lounge area. The reception is charged at HKD 38,000 for up to 50 persons for two hours, including canapés and an open bar of soft drinks, wine, and beer. Spirits and premium wines are charged on consumption. Bookings for evening receptions require at least 14 days’ notice.

Technology and Remote Participation

The HKIAC has invested in hybrid hearing capability since the post-pandemic shift to remote participation. The Centre’s technology infrastructure supports fully remote, fully in-person, and hybrid hearings.

Video-conferencing platforms. Each hearing room is pre-configured with a dedicated Zoom for Business account and a Polycom video-conferencing unit. The HKIAC does not support Microsoft Teams or Webex natively; parties requesting those platforms must provide their own licence and log-in credentials. The Centre’s IT team tests the connection with all remote participants 48 hours before the first hearing day. A test session of up to 30 minutes is included in the room rental.

Document sharing during hearings. The evidence presentation system allows counsel to display documents on the in-room screens and simultaneously share them with remote participants via screen-sharing. The system accepts PDF, JPEG, and PowerPoint files. No document is stored on the HKIAC’s servers after the hearing concludes; parties must retrieve or delete files within 24 hours. The HKIAC does not provide a document management platform for pre-hearing document exchange.

Security and confidentiality. The HKIAC’s network is encrypted to AES-256 standard. All video-conferencing connections are end-to-end encrypted. The Centre prohibits any participant from recording the hearing without the prior written consent of all parties and the tribunal. The HKIAC’s standard terms of use state that it will not disclose any hearing recordings to third parties except as required by law or court order.

Technical support. An in-house IT technician is on duty during all hearing hours, from 8:30 am to 7:00 pm Monday to Friday, and 9:00 am to 1:00 pm on Saturdays. The technician can assist with connection issues, display adjustments, and recording exports. After-hours technical support is available at an additional charge of HKD 1,500 per hour, with a minimum two-hour call-out.

Practical Considerations for Parties

Parties preparing for an HKIAC hearing should account for several operational details that are not always covered in the booking confirmation.

Security and building access. Two Exchange Square operates a visitor registration system. All hearing participants must present a valid photo identification (Hong Kong identity card or passport) at the ground-floor reception to receive a visitor pass. The HKIAC recommends that parties submit a list of all expected participants to the Venue Services Team at least three working days before the hearing to expedite check-in. Counsel, arbitrators, and witnesses are not exempt from this procedure.

Document storage and courier deliveries. The HKIAC does not provide secure document storage overnight. Parties must remove all documents, exhibits, and personal belongings from hearing rooms at the end of each day. Courier deliveries addressed to “HKIAC Hearing Centre, 38/F Two Exchange Square, 8 Queen’s Road Central, Hong Kong” are accepted during business hours, but the HKIAC will not sign for or accept liability for any package. Parties should arrange for their own representative to receive deliveries.

Nearby accommodation and transport. Two Exchange Square is directly connected to the MTR Central Station via the Exchange Square footbridge. The Airport Express Hong Kong Station is a 5-minute walk. Hotels within a 10-minute walking radius include The Four Seasons Hotel Hong Kong, The Mandarin Oriental, and The Landmark Mandarin Oriental. The HKIAC does not have a corporate rate with any hotel; parties should book independently.

Local legal and procedural requirements. The HKIAC hearing centre is located in the Central District, which is within the jurisdiction of the Court of First Instance of the High Court of Hong Kong. If a party needs to apply for interim measures or subpoena witnesses during the hearing, the application must be made to the Court of First Instance under section 45 of the Arbitration Ordinance (Cap. 609). The HKIAC’s facilities do not include a courtroom or a judge’s chamber; court applications are conducted at the High Court Building at 38 Queensway, a 15-minute walk from Two Exchange Square.

Actionable Takeaways

1. Book hearing rooms at least 60 days in advance to secure the Main Hearing Room or rooms with interpretation booths, as these are often reserved by large international cases 6–12 months ahead.
2. Confirm all dietary requirements and remote participant details 72 hours before the first hearing day to avoid last‑minute catering surcharges and video‑conferencing setup delays.
3. Arrange independent court reporting and interpretation services directly—the HKIAC provides the venue and equipment but does not supply or endorse any service provider.
4. Remove all documents and personal items from hearing rooms each evening, as the HKIAC does not offer overnight storage and accepts no liability for items left behind.
5. Factor in the 15% discount for HKIAC‑administered cases when budgeting; the discount is automatic once the case reference number is provided at booking.

This does not constitute legal advice. Consult a solicitor for your specific case.