party room booking policy

Agreed 09 Feb 06 by the JCR Committee.

During Full Term

The Party Room is a DCAC Common Room. When it has not been booked for an event, Downing students have free access to the room using room keys.

• Any potential booking must be approved by the JCR Ents officer and at least 2 other designated members of the DCAC committee, JCR committee or MCR committee, prior to confirmation of the event. The decision regarding acceptance of a booking will be made at the discretion of these 3 committee Officers. Written proof of this acceptance must be attained.

• Private Bookings of the room are restricted to particular weekly slots, as determined by the DCAC.
• Outside of these weekly slots, only groups or societies that are affiliated to or are a part of the DCAC can hold parties in the Party Room.
• Ents equipment can be hired, if available, from the DCAC through the JCR Ents Officer (Contact: ents@downingjcr.co.uk).
• Timings of events should be agreed upon with the Dean prior to the event. The person in charge of the event is responsible for adhering to these agreed time limits.

Outside Full Term

 Any private bookings should be made through Conferencing. The Bar and Party Room will not be available for conference booking on certain weekend dates, to be negotiated with the MCR towards the end of the preceding term, and to include, on average, once every fortnight, or more if the rooms are available.

• Ents equipment can be hired, if available, from the DCAC through the MCR (Contact mcr-social-secretary@dow.cam.ac.uk).

At All Times

  A Party Booking Form must be completed prior to any party.

• Before a party, the TV should be put away safely, and returned after the party.
• During parties, the event organiser should prevent glass beverage containers being brought into the Party Room. (Plastic cups could be provided at the door and/or drinks sold in glass bottles could be decanted into plastic cups prior to distribution).
• Spillages or breakages should be cleared up as soon as possible by, or under the supervision of, the event organiser.
• The event organiser is responsible for any problems, or additional charges incurred.
• Sale of alcohol – Please refer to the following document: Agreed contract between MCR, JCR and Bar Committee on Events selling alcohol held in the party room (below).
• Organisers of private parties are not permitted to sell alcohol.
• Smoking is banned in the Party Room and Well, except in the designated smoking area at the far west end of the Well.
• The maximum capacity of the room is 90 people. The organiser of any event is responsible for monitoring and enforcing that limit.
• The DCAC Ents equipment may only be set up by those deemed as suitably trained to do so; to be determined by the JCR or MCR Ents Officer.
• If Ents equipment is hired elsewhere in college, transport will have to be provided by those booking the equipment.
• Charges: