BOOKINGS
How to book the Bar and Cellars for your event
How to book
1
Who are you?
You must be a Clare College member to book the Bar and Cellars. Bookings on behalf of Clare societies are more likely to be approved. If you are a non-Clare member your booking may be declined automatically. By booking you nominate yourself as the 'responsible person' for the event. You will be personally responsible for the management of the event and the space.
2
Your event
Your should submit your booking request well in advance. For all events, the 'responsible person' who submits the booking must be present for the entire duration. There are some other considerations you should take into account depending on your event.
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If you are booking for an event which involves amplified sound, this is classed as a 'noisy night'. There are a limited number of noisy nights available during term so you should submit your request sooner rather than later. If you require sound and lighting you should contact Clare Sound: info@claresound.com
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For all noisy nights, or if your event is expected to reach the full capacity of Cellars (130 people), you will be required to provide trained stewards. The college porters can arrange this training. When organising stewards you must submit a list of stewards and their time slots 24 hours before the start time of your event.
3
Special drinks
Drinks cannot be preordered for groups in advance. However, the Bar can order supplies to make special drinks if enough advance notice is given. Please specify this on the booking request form.
4
Your responsibilities
As the event organiser and responsible person, you must be present for the entire duration of the event. You are responsible for arranging trained stewards to be present on the night and ensuring that you do need exceed the maximum capacity of the entire JCR (including bar area) which is 130 people. If you move any furniture, it is your responsibility to return it to its original position. You must ensure the JCR is clean and tidy after your event. You will be held accountable to these standards and failure to comply with any of the above may result in future bookings being declined and/or disciplinary action being taken by the College. Managing capacity is essential therefore ticketing structure, last entry times, and door tickets must be organised subject to approval by the bar.
5
Clare Sound
Clare Sound is an independent society which shares the JCR space with the bar. Booking the bar does not entitle you to the use of Clare Sound equipment. Any unauthorised use leading to damage to Clare Sound equipment during your event will be invoiced to the responsible person.
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If you would like to make use of the fixed sound and lighting equipment in Cellars (excluding the bar speaker system), this must be hired through Clare Sound. If sound and lights are an important part of your event, please ensure you contact Clare Sound BEFORE you book your event as they may not always be able to guarantee availability. You are welcome to use your own equipment or hire from elsewhere but please note that you cannot use any of the sound and lighting equipment without prior permission from Clare Sound.
The current Head Technician of Clare Sound is Rob Woodland and you can contact him by email at: info@claresound.com.
6
Bookings form
Just complete the form below and the bookings officer, UCS, and college porters will review your request!
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An identical form (in MS Word format) is also available. Please return it to Lily, our Bookings Officer, (lr564@cam.ac.uk). You can download the form here.