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Click here for the section on organising special dinners in College. 1) Does the event need extra facilities or require clearing?If so, click here. Facilities include extra chairs, tables, glasses and catering. 2) Are you having music?If so, click here 3) Which room and how many people?For general information regarding what rooms are available and what you can do in each of them, click here.
If it is a presentation or talk in the Bateman Auditorium or anywhere else, click here. If you are thinking of organising an event in the college bar, red room or room under the bar, click here. If your event is none of the above, click here. For small meetings: If you have any queries not addressed here, contact the kitchen office or Krystyna Kosciuszko, GCSU Publicity Officer. If you are not organising an event on behalf of a college organisation, you may need to seek permission from the Senior Tutor, so please leave extra time before the event in this case. Extra FacilitiesFirstly, check what is already available in the room. Click here for a brief guide, but it is probably best to inspect what is available in the room itself if you can. For chairs and tables, inform the kitchen office in advance. In the case of ordering food and drink, you should ideally order in the kitchen office at least a week in advance. It is advisable to get a quotation on ordering these in advance.
How loudly can I play music? I am organising a concert – can I have a piano/organ? What about music stands? You’ll need to fill in this form with relevant details and submit it to the kitchen office. Please refer to general FAQ below, as well. Please note, particularly for University-wide events and beyond, you may need signed permission from Senior Tutor – the kitchen office will tell you if this is the case when you are booking. It is always a good idea to allow enough time for this before your event, though. How many people can I have in my presentation/talk? What audio-visual facilities are available? Is there a lighting system? You will need to fill in this form and submit it to the kitchen office well in advance. You will then need to talk to the bar manager. If it is for more than .... people, or you will be taking-up extra floor space, it will also need to go through the Head Porter. It will also need to go through the Senior Tutor (the kitchen office will advise on this), so please ensure you leave enough time for these authorisations to come through. General FAQs regarding events in the barWhat kinds of events might be organised in the college bar? I want to charge an entry fee. Is this possible? What about drinks arrangements? You will need to fill in this form, and submit to the kitchen office, preferably in person. The proposal will probably need to go through the Head Porter for fire safety reasons. The kitchen office will confirm if this is the case when you book the room. In this case, please make sure you provide as many details regarding the event as possible, including a floor plan and access and exits, as this will factor into the requirements of the room. Guideline “up to” capacities – please note that these are strictly “up to” numbers, subject to the requirements of the room. If you need a larger capacity than this, and cannot book an alternative venue, you must speak to the Head Porter in person. table of room sizes
The Bateman Auditorium has seating for up to 98 and is equipped with audio visual and advanced lighting facilities. The Bateman Room is adjacent to the Auditorium and may be booked in conjunction with or separately from it. Functions in the Bateman Room may involve no more than 50 people and must not involve amplified music or dancing. The Cavonius Room (situated at the southern end of the Stephen Hawking Building) is available during term-time from 9 am to 6 pm as a student common room, where newspapers and magazines may be read, emails may be sent, and quiet conversations conducted. It is not to be used as a venue for boisterous games or activities that may cause disturbance or damage. The room may also be booked for individual or society use between 6 pm and 11 pm. Occasionally, parts of the room will be sectioned off for college related activities. During vacations the room is heavily used for conferences and other events and is not available for reservation. The Junior Parlour and Green Room may be booked for meetings and other suitably small and discrete gatherings, including dinners. The Senior Parlour may normally be booked only by a Fellow, but it may be made available to students for sit-down meals catered for by the College if they cannot be accommodated in the Junior Parlour. In addition:
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