Here you can find information on booking events and meeting rooms for committees. There is a different procedure for each as outlined on this page. Please read the instructions carefully before proceeding with your booking.
Student events are defined as organised gatherings of students outside normal meeting rooms during term time. Such events will typically take place in the MTC, FAH, BWR, the quad or the Chapel. Bookings for other venues should be made using the online booking system.
The college will normally provide the venue free of charge to Somerville societies recognised by the JCR during term time. We charge for venues for all other student societies as well as for events that may incur significant cleanings costs such as bops.
Events must be finished by 10.45pm (11.45pm on Saturdays) and the booked venues must be cleaned and left in good order by the event organisers.
All events are closed events. Non-Somervillians have to be registered in advance and a list (pdf-format or spreadsheet) must be submitted to the Deans (firstname.lastname@example.org) by 10am on the day of the event.
It is your responsibility to complete the required booking forms at least 2 weeks before the event (3 weeks if an alcohol licence is required). Reminders will not be issued by any of the involved College departments and signatures are to be obtained in person so that the department managers can address any remaining questions to you directly. The required signatures must be obtained in the order listed.
The Decanal office will sign off your event in principle provided that you give at least two weeks’ notice and provided that it is not judged that the event is intrinsically incompatible with the College’s duty to have due regard to the risk of people being drawn in to terrorism. In making that judgement, the Decanal Office will have due regard to the College’s higher obligation to protect and uphold fundamental rights such as freedom of speech academic freedom. Failure to give two weeks’ notice will likely cause the Decanal office to deny your request.
Once the Decanal office has signed off your event in principle, you must discuss your event in more detail with the Catering and Conference Manager either by making a scheduled appointment or by attending the designated drop-in session for event enquiries. At this meeting the Catering and Conference Manager will advise you of room availability, required licences and discuss any catering requirements with you. Please note that it will take a minimum of 10 days to process an alcohol licence and therefore we suggest that you make an appointment to see the Catering and Conference Manager at least 2 weeks before your event if you require one.
Please be aware that the Lodge Manager can only give his approval once he has been provided with the correctly completed fire safety forms. Once the Lodge Manager has signed the form he will return it to the Decanal office, along with a copy of any relevant licences you have provided (failure to attach required
licences at this point may result in your event being denied). This MUST be completed by the Wednesday prior to an event taking place. The Dean’s office will then issue you with an event confirmation number via e-mail. It is only at this point that an event is authorised to go ahead and can be advertised.