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Student event application form

Student application for use of College facilities

Step 1 of 6 - Contact details

Applications will only be considered if submitted at least two weeks prior to the proposed booking.

However, some events require a longer period of consultation and permission. Events requiring catering or College staff to be in attendance, should be requested at least one month in advance.

• No event with extended bar hours will be considered with less than one months notice
• No events will be allowed from the end of 3rd week in Trinity Term until all University exams are over.
After submitting the form you will then be notified if the date/event you have requested is possible, along with any costs (if applicable). If permission is required from the Dean and Domestic Bursar, then this decision will also be communicated to you.

Students are not permitted to use the college facilities, property, name or address for financial gain.

Please note that your booking is not confirmed until relevant College staff have agreed it. Once we have confirmed the booking to you in writing, cancellation terms apply as follows:

• All catering – cancellation no later than 1 week before

• Meeting room only – cancellation no later than 48hrs before

Cancelling the event after this time may attract a charge.
Student Name*
First Last
Single Sign On (SSO) username*
Email*

Only St Hugh's College email addresses valid
Phone*
TERM TIME Address*
Street Address Address Line 2 City County / State / Region ZIP / Postal Code Country

Event content
Topics to be covered / activities taking place*
Will you have speakers / presenters at the event?*

Yes

No
List of all speakers involved (including links to online profiles)*
List of names and links to online profiles of all speakers involved with the event
Who is attending/invited*
Students (St Hugh's College)
Students (Other Colleges, University of Oxford)
Students (from outside of University of Oxford)
Fellows/Tutors
The Principal of St Hugh's College
VIPs
General Public
Young guests (under 18 year of age)
Elderly guests
Alumni
Include all who are attending, and those who have been invited
Where will your booking be advertised/promoted?*
Please be specific as to publications, mailing lists or online social media pages/groups. 'Facebook' is not sufficient.

Drink
Will alcohol be served at the event*

Yes

No
Guests are strictly NOT permitted to bring their own alcoholic drinks.
Will this be in the College Bar, or a different room*

College Bar

Different Room
Which room?*
Spirits are NOT allowed to be served in any room other than the bar.
Do you require alcohol to be supplied and served by College?*

Yes

No
If your answer is no, whoever is serving must be trained by St Hugh's College Bar Manager
Name the person in charge of serving, who is St Hugh's College Bar trained*
Whoever is serving alcohol must be trained by St Hugh's College bar manager.
What beverages would you like to order?
Drink budget per person (including VAT @ 20%)*
Will you be using the bar after dinner?

Yes

No
Is a Bar licence time extension required?*

Yes

No
Our regular licence allows us to serve alcohol until 11.30pm. To extend this time would incur additional fees
Until what time will the bar be open to?*

: Hours

Minutes

Food
Do you require food to be supplied by College?*

Yes

No
If providing your own food, please list in detail here*
Including what you are providing, how it will be served, how it will be cooked/warmed (if applicable) and your methods for food hygiene.
If proving your own food, you are required to provide a risk assessment including where food is sourced and prepared, along with defined food hygiene steps.
What food would you like to order?*
Food budget per person (including VAT @ 20%)*

Health and Safety
Are you having decorations?

Yes

No
List all decoration ideas
Are you working at height?*

Yes

No
Are you using ladders?*

Yes

No
Are you likely to lift anything heavy?*

Yes

No
First aider required?

Yes

No
Will fuel (e.g gas) be used in the booking?*

Yes

No
Will electrical items be brought in?*

Yes

No
This include items brought in from outside of College, or items moved from another room in College
Please list these items
Include which are from outside of College, and which are from inside of College
Are any items to be anchored to the ground?*

Yes

No
This includes bouncy castles, other inflatables and any temporary structures
Please list these items*
Include wall items where any form of fixture will be into the ground
Are any external suppliers involved in the booking?*

Yes

No
All external supplies MUST complete and submit our health and safety induction here and supply all required documentation and insurance.

www.st-hughs.ox.ac.uk/safetyinduction
List all companies and their role in the event (what they are supplying)*
All external suppliers will need to provide the following no later than 2 weeks prior to booking: • Risk assessment tailored to the event • Method statement to accompany the risk assessment, tailored to the event • Copies of their Public & Employers liability insurance • Certificate of competence

• You may be asked to provide a full guest list prior to your booking

• You are responsible to ensure guests are accompanied to the function room and do not enter residential areas

• You are responsible for managing noise of guests around College
CONDITIONS OF COLLEGE FACILITIES USE*
I have read and accept the conditions of use for College facilities
CONDITIONS OF COLLEGE FACILITIES USE

1) Your attention is drawn to College Bylaws and any other regulations surrounding the use of facilities, including our Standard Terms for Event Services (https://www.st-hughs.ox.ac.uk/wp-content/uploads/2018/07/Conference-Oxford-Standard-Terms-for-Events-Services-2017-18.pdf) and not to (nor to allow the Delegates to) do anything that may be contrary to the College’s statutory duties under the PREVENT duty obligation.
2) Permission for private parties will only be considered if held in the Cooper Dean Room or Buttery Bar.
3) Applicants are liable financially for any damage caused to the College fabric and/or furnishings by them or their guests. Similarly, an unreasonable degree of extra work created for College Staff as a result of functions will attract an additional financial charge.
4) Activities must end by 10.30pm unless specific permission is granted for a later end time.
5) Any bar extension request must be discussed with, and approved by, the Domestic Bursar before this application is referred to the Dean.
6) SERVING OF ALCOHOL
If the serving of alcohol is a significant part of an event for which use of College facilities is sought, the event shall normally be held in the College Bar. If permission is given for an event to be held at another venue, or in the bar area but with drinks served by the applicant(s), the applicant shall be responsible for ensuring that:
a. The people serving alcohol are either professional bar staff or are otherwise suitably trained for the work and do not themselves consume alcohol before their work is over.
b. The alcohol content of drinks is carefully controlled to ensure that they are not excessively strong.
c. Water and non-alcoholic drinks and food are available.
d. No one is served alcohol if that person would not be served alcohol in the College Bar in a similar condition.
e. An adequate number of people are appointed by the applicant specifically to prevent excessive consumption of alcohol; these people may not consume alcohol until their work is over.
f. Neither any advertising associated with the event nor the way the event is conducted shall encourage attendees to drink excessively.
You must ensure that any advertising for the event does not imply anything contrary to the conditions above. Failure to ensure that these conditions are adhered to will result in the applicants being liable to a financial charge and/or disciplinary procedures.
Consent*
I agree to the College privacy policy, which contains information on how we store your personal data.
www.st-hughs.ox.ac.uk/discover/governance

Student Event Booking Form

Student event application form

Step 1 of 6 - Contact details

Applications will only be considered if submitted at least two weeks prior to the proposed booking.

Event details

A minimum of 4 weeks notice is required for dinners

Date

BOOKING DECLINED

Timings

Venue

Event content

Drink

Food

Health and Safety