Student Activity Booking (For Magdalene Students Only)

Title
First name
Preferred name
Last name
Email (please use your @cam.ac.uk email)
Contact number
College Address (If you live outside college - please put ‘no college address’)
Are you a Magdalene student?

Yes
No
Is your booking associated with a society or group?

Yes, a Magdalene Society
Yes, a University Society
No, it’s a private booking
Other
If you selected "Other", please provide details:
Are you the President or Secretary of the society? Please note that bookings are only free of charge if the President or Secretary of the society is a Magdalene student. Evidence will be requested.

Yes
No
What is the title of your event? Please note this event name may be used on signage around the college if necessary.
What is the purpose of the event?
Anticipated attendee numbers (any groups of 30 or more must be approved by the Head Porter)
Are you seeking to book a single event or event series? For events over several consecutive days, choose ‘Multiple ‘one-off’ events’
Proposed start date and time (for weekly and multiple events, please enter the first event date)
Proposed end date and time (weekly events: enter the date until which they should continue. Multiple events: enter the date of the last event and provide full details below)
Multiple events - please list your additional proposed dates here (DD/MM/YY Please note that multiple events must be similar in nature to come under the same booking e.g. a set of rehearsals)
Do you have a specific room in mind for your event/s? Please note that the conference office may need to relocate your event depending on availability and suitability of the selected venue.
Will alcohol be served at your event? Please note you will need to seek permission from the Head Porter and submit an alcohol purchasing form (linked below) to the Head of Catering.

Yes
No
Please provide details of your AV and set up requirements.
Does your event have a speaker?

Yes
No
If yes, please provide full details (name/s, contact details, institutions represented, topics of discussion) **
Will the event include any activities that may represent a risk to the health or safety of any individual?

Yes
No
In your view, will the subject matter of the event include views which people (whether they attend the event or not) may find controversial, offensive or distasteful?

Yes
No
In your view, have any of the speakers at the event previously expressed views which may be interpreted as causing controversy, or promoting extreme intolerance of the views of others?

Yes
No
How many Magdalene College Members will attend? (approximately)
How many Cambridge University members will attend? (approximately)
How many External guests will attend? (approximately)
Will the event be open to the public?

Yes
No
How will the event be advertised?
I have read and I accept the Terms & Conditions (see below)

Click here to download the alcohol purchasing form

Terms & Conditions

All applications must be received by the Conference Office 3 clear working days prior to the event.

Use of all meeting rooms is subject to certain restrictions (i.e., limited numbers, no sit-down meals, no smoking, no beer or spirits, etc).

There will be a charge for use of Public Rooms by non-Magdalene organisations, unless booked by a College member for a specific Cambridge University Society and that member is also President or Secretary of that society (no other positions will be offered complimentary room hire).

The student making the booking must take full responsibility for leaving the rooms in good order. The student will also be responsible for any damage caused to College property. If any student does not respect these requests the College reserve the right to stop the student and/or the society from using the College’s Public Rooms in the future.

If you intend to serve alcohol in the Event room, then you must discuss the event with the Head of Operations in advance of the event date. You will be bound by the conditions detailed in the ‘Magdalene College Management of the supply of Alcohol Policy’ & ‘Magdalene College Rules for Compliance with the Licensing Regulations’. By signing this form you are deemed to have read, understood and agreed to comply with all conditions of the aforementioned documents.

Applications for booking any room in Cripps Court, Benson Hall, Ramsay Hall, the Buckingham Room or the Fellows’ Garden during ‘May Week’ require the permission of the Dean. For ‘May Week’, garden party forms are available from the Conference Office from late April. Forms for garden parties should be completed and sent to the Conference Office who will forward it to the Dean for permission.

Applications to request permission to book the Hall (Saturday evenings in Michaelmas or Lent term only) must be submitted to the Conference Office in the first instance with a note from a Fellow of the College agreeing to be present throughout the event; once permission has been granted by the Dean (the Conference Office will check for permission from the Dean), permission will need to be obtained from the President and this is the responsibility of the student making the booking. Presidential permission must be forwarded on to the Conference Office.

Applications to request permission to book the Parlour (sit down meals and drinks receptions only & not on Thursday or Sunday Evenings) must be submitted to the Conference Office in the first instance with a note from a Fellow of the College agreeing to be present throughout the event.

Applications for permission to use the Chapel should be directed to the Chaplain in the first instance, then submitted to the Conference Office with a note from the Chaplain granting permission; an email from the Chaplain will be sufficient. The request will then be submitted to the Dean for approval.

Auditorium bookings:
No food or drink may be taken into the Auditorium. Under no circumstances are you allowed to move or unplug the lectern. If this needs to be moved or removed, then the IT Department must be informed in advance of the date of the booking. No one is allowed access to the ‘Control Room’ unless prior arrangements are made with the IT Department. Use of the ‘Green Room’ and storage requirements must be communicated at the time of booking to the Conference Office.

All rooms and spaces must be left clean and tidy and in the condition in which they are found. All tables, chairs etc must be moved back to how they were found.

Failure to comply with these terms may result in a fine of £100.00 being issued to the individual or society responsible for the booking.