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Booking an Event

To organise an event in College there is a two step process which you will need to complete:

        1. Contact the Conference Office to check availability and make a booking

        2. Seek permission for your function by completing a request on Party Wizard

1. MAKING A BOOKING

Booking a Meeting Room

The College has a number of meeting rooms that College Members can book for their private use or for use by a Sidney Sussex College student society. Please contact the Conference Office to enquire about availability.

They can also provide details of AV equipment and catering options - which are available at an additional cost - if these are required.

Students are also welcome to make enquiries on behalf of University Societies and external organisations. However, please note that a room hire charge will apply, and that a Sidney student must be present for the duration of the event.

Booking the Larkum Music Practice Room

Sidney students can use the Larkum Music Practice Room, which must be booked in advance. All bookings are handled through the Conference Office: please note that we will respond to emails on weekdays between the hours of 8.30am and 5.30pm, so if you need to use the room during the evening or over a weekend you will need to plan in advance and contact us during our opening hours.

Booking a Dinner

Sidney students can book private dinners as well as dinners for Sidney Sussex College student societies.

Information about how to do this can be found by downloading our Sidney Student Private Dining Booking Information [Word format, 94Kb]. The Conference Office will supply you with menus and wine lists once you have made a provisional booking.

You will need to sign and return the Dining Rules. Please note that in some cases a Fellow may need to be in attendance at the event.

University Societies can also hold dinners at Sidney, but they must contact the Conference Office in the first instance, even when the event is being booked by a Sidney student. Separate rules and charges will apply to these events.

Please note that dinners and other social events cannot be held during Easter Term due to the examination period. This means that Lent Term is very popular for society annual dinners; students are advised to book such occasions well in advance to avoid disappointment.

Planning a Garden Party

Sidney Societies can book Garden Parties during May Week. Please contact the Conference Office for details of availability, applicable charges, rules and details of catering.

University Societies can also hold garden parties at Sidney, but separate rules and charges will apply to these events.

Holding a Meeting in a Private Room

If you wish to hold a gathering in a private room in College (including Cromwell Court and all College hostels) of more than more than six people, you are expected to be present for the duration of the event and you   must obtain the prior permission of the Domus Bursar  by completing a request on the Party Wizard service on SidNet.

Events in  Easter Term

Permission for events during exam term is required from  the Senior Tutor.    Parties in College are not generally permitted until after the end of   the last exam, please check the Event Permission Policy for further information.

 

2. PARTY WIZARD

Permission must be sought for any organised meeting or social gathering taking place in the College, according to the rules and regulations for meetings and social events. This can be done by completing a request on the Party Wizard service on SidNet.

Please note that completing the form on the Party Wizard is not a way of booking a room, it is simply a way of gaining permission for your event. To book a room, please contact the Conference Office well in advance.

 

OTHER QUERIES

 

Questions about Formal Hall

Formal Hall is not organised by the Conference Office. If you have a question about making a group booking, or any other aspect of Formal Hall, please  contact the Hall Manager.

Booking a Guest Room

If you would like to book a Guest Room for a friend or family member to come and stay in the College, please contact the Housekeeper.

Please note that no guest may spend more than twelve nights in all during any one Term     or more than three successive nights.

Booking Student Areas

Please note that there are some student areas  which you cannot book through the Conference Office during term time. Please contact the appropriate person as follows:

To use JCR Bar - contact the student Bar Secretary

To use the JCR TV Room - contact the JCR President