HOW TO ORGANISE A PARTY OR EVENT IN WOLFSON
The Old Combination Room, Plommer House supervision rooms and the Seminar Room may be booked
for events and parties organised by College members. Different arrangements are in place for booking
the Club Room.
In order to comply with health, hygiene and food safety regulations, food cannot be served in any of
these rooms unless it is provided by the College kitchen or, in certain circumstances, by an approved
caterer.
Here are the procedures for booking the rooms and obtaining permission for various events:
PRIVATE PARTIES & EVENTS
1. Booking a party or event
For any party in College (except in the Club Room*), Students need to book the room with the
Conference and Events Office ([email protected]), fill in a form – available online – and
submit the form to the Conference and Events Office for approval at least two weeks before the event.
* Applications to book the Club Room are made through WCSA, who request approval from the House
Committee. The Committee meets three times a year towards the end of each term so please
remember that plenty of notice is needed.
2. Security
Parties organised by individuals for birthdays etc., with fewer than 60 guests don’t need extra security
arrangements. For larger parties, see below.
3. Charging
Students may book rooms for a private party without charge; however, should special setting-up and
clearing away be required, or should the host wish to install special equipment, then a charge will be
levied to cover additional labour and administrative costs.
4. Late opening
Alcohol may not be sold in a room in which a party or event is held. However, drinks may be bought by
Members at the bar in the Club Room and taken to the party venue. The Club Room bar usually opens
9 pm – 12 midnight. If a host would like the bar to be open at a time outside these hours, permission
must be sought from the Bursar as the licence-holder, at least two weeks before the event.
5. Admission to the Event
The Student hosting the party or event is wholly responsible for those present and for their good
behaviour. The Porter, or any one of the College Officers, has the authority to bring a party or event to
a close if complaints are made.
Guests at parties or events organised by individual Students will normally have been invited personally
by the host. Students wishing to raise money through the event, for example in support of a charity,
may charge for entry, for example by selling tickets, but the party organiser remains responsible for
everyone present. In these circumstances, any advertising of the event must make it clear that the
event is a private function and admission is by invitation only.
CLUB & SOCIETY PARTIES & EVENTS
1. Booking a party or event
A Wolfson Student may book a room on behalf of a College or University Society in order to hold a
meeting, party or other event. There must be a single, clearly identified organiser who will book the
room with the Conference and Events Office, fill in a form – available online – and submit the form to
the Conference and Events Office for approval at least two weeks before the event. The same rules
about serving food and alcohol apply as in the case of a private party. The individual organising the
event is responsible for everyone present. Larger parties in the Club Room must be approved by the
House Committee at its meeting the previous term. For more information on the House Committee,
contact WCSA.
2. Security
Larger parties in the evening may require extra stewarding or security, which can be discussed with the
Bursar.
3. Charging
Normally, there will be no charge to the individual booking the room unless special arrangements are
required for setting up or clearing away.
EXTERNAL SOCIETY BOOKINGS
Parties and events without a Member of the College as host and organiser must be routed through the
Conference and Events Office t and full room-hire charges apply.
ORGANISING PRIVATE LUNCHEONS & DINNERS
Members may book the Council Room (for numbers up to 20) or the Combination Room (for numbers
between 20 and 50) for a private luncheon or dinner party. Preliminary enquiries need to be made to
the Conference and Events Office, who will advise on the availability of rooms and whether it is possible
to accept the booking on a given day. She will also discuss menus and cost. The individual booking the
event is responsible for the payment of the bill in full (including any VAT due).
Bursar
December 2014
STUDENTS’ APPLICATION TO HOLD A PRIVATE FUNCTION IN A PUBLIC ROOM
NB: This form is for private functions only, including bookings by Wolfson College or Cambridge
University clubs and societies (the latter hosted by a Wolfson Member). The form must be completed
and returned to the Conference and Events Office at least two weeks in advance of the function.
Bookings for larger parties in the Club Room have to be made through the House Committee and must
be done a term in advance.
Name of person responsible for booking
Address
Telephone number
Email
Name of function
DATE OF FUNCTION
ROOM TO BE BOOKED*
*Number of people the room will hold, and time that the function must end:
Seminar Room
60 people until midnight - music must cease at 11 pm
Plommer House
30 people until midnight - music must cease at 11 pm
OCR
40 people until 11 pm
NB: All clearing up must be done by the time the function is due to end.
TYPE OF FUNCTION
1. A function with catering arrangements organised by the College.
(a) Number of people to be invited
(b) Type of catering
(c) Time function will
start
end
All functions must end by 11 pm unless in Seminar Room or Plommer House
where functions must end by 12 pm
2. A party or reception without catering (self-catering is not permitted).
(a) Number of people to be invited
(b) Time room key to be collected from Porters’ Lodge
(c) Time party or reception will
start
end
All functions must end by 11 pm unless in Seminar Room or Plommer House
where functions must end by 12 pm
CONDITIONS FOR USE OF THE ROOM
Organisers will be responsible for:

Liaising with the Conference and Events Office for the room booking and catering
arrangements

All guests whilst on College premises and ensuring that they stay in the area hired

Ensuring that guests leave the premises after the function has ended

Any damage to furniture or fittings in the room hired, or damage to College property caused
by them or their guests.

Cleaning of room and returning furniture to where it was found

Collecting room key and returning it to Porters’ Lodge
Please note that private parties cannot adjourn to the Club Room
I undertake to be responsible for the above function and for the people attending. I agree to comply
with the conditions of use and with any additional conditions stipulated by the Conference and Events
Office.
Signed
Date
PRINT NAME
Please check room availability with the Conference and Events Office before submitting this form for
approval.
TO BE COMPLETED BY THE CONFERENCE AND EVENTS OFFICE
Application agreed/refused
Additional conditions
Signed
PRINT NAME
Date