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The Queen’s College PERMISSIONS & GUIDANCE FOR TERM-TIME EVENTS AND THE USE OF FACILITIES ________________________________________________________________________________________

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This document sets out the permissions required for the use of Queen’s facilities, and/or events held at Queen’s, during term-time only and gives guidance on booking these. (The procedures for external conferences/ letting of the facilities during the Christmas, Easter, and summer holiday periods are not covered here). A WHO MAY BOOK FACILITIES OR HOLD EVENTS DURING TERM-TIME

Any booking for facilities or events at Queen’s during term-time falls generally into one of two categories, distinguished by whether the facility/event is chargeable or not: 1. Non-chargeable: Fellows’ academic use / Students’ academic use / registered Queen’s Societies

(Appendix B)

2. Chargeable use: External groups / Student or Fellows’ private use / conferences in term-time / Inter-collegiate societies (Non-Queen’s based Societies).

B WHAT FACILITIES CAN BE BOOKED (see Appendix A)

a) Lecture Rooms A, B and C b) Small Teaching Room c) Old Taberdars’ Room d) Carrodus Quad Lecture Room e) Shulman Auditorium f) Dining Hall g) Magrath Room h) Chapel i) Piano in the Chapel j) Back Quad Music Practice Room k) Carrodus Quad Music Practice Room l) Squash Courts m) Cricket Grounds and Pavilion n) Beer Cellar o) New Dining Room p) Memorial Room q) Fellows Garden r) New Library Multi-Purpose Room

C HOW IS A FACILITY OR EVENT BOOKING MADE DURING TERM-TIME

1. Teaching Rooms a) Lecture Rooms A, B and C b) Small Teaching Room c) Old Taberdars’ Room d) Carrodus Quad Lecture Room e) Shulman Auditorium

For academic use from 7am to 7pm these rooms are bookable through the College Office. Outside these times or when a meeting requires catering or is part of a larger event, bookings should be made through the Conference and Functions Office (CFO).


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2. Music Facilities for Students

i) Piano in the Chapel j) Back Quad Music Practice Room k) Carrodus Quad Music Practice Room

Students eligible to book these rooms through the Porters’ Lodge have been chosen and pre- approved by the College Organist, Prof Owen Rees. This list is made known to the Lodge in advance and some of these students are non-Queen’s students.

3. Additional Facilities for Students

l) Squash Courts bookings are made through the Lodge Porters who keep a written record of booking details.

4. Making Bookings through the Conference & Functions Office (CF0)

The CFO coordinates the date and services for all other facilities and events. Simple events require little further coordination and can be confirmed immediately. Where further coordination is required the CFO sends the information forward to the other College teams (catering, maintenance, Porters’ Lodge, etc.,) and/ or authorities who oversee the use of a facility (Chaplain, College Organist, Librarian, Domestic Bursar, etc.).

D. GENERAL GUIDANCE AND FORMS

1. Considerable time may be necessary for large or complex events which may require coordination with some or even many College teams, as well as requiring Domus Committee and Governing Body permissions. Some student events could require the input of the Decanal team as well. Special rules and regulations may apply to end of term events, public College parties and the College Ball, etc. For this reason facility/event bookings are coordinated through the CFO. Some facilities/events require considerable coordination, and sufficient forward planning is necessary to allow the appropriate permissions to be granted.

2. Contact the Conference and Functions Office, and provide as much information about the event as possible using the form at Appendix C. The CFO will check availability and coordinate the services required.

3. Where further coordination is required, the CFO sends the information forward to the other

College teams (catering, maintenance, Porters’ Lodge) and/ or authorities who oversee the use of a facility (Chaplain, College Organist, Librarian, Domestic Bursar, etc.).

4. Where necessary, the CFO will forward a viable proposal to the Domus Committee and Governing

Body for permission. • If the event does need higher permission, or further coordination or information, the CFO will

let the organiser know immediately and advise on the requirements for coordination and permission

• If the event does not need higher permission or significant other coordination the “go-ahead” will be given within a matter of days or even hours

5. Some events will require a risk assessment and a form for this can be found at Appendix E.


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6. Students should refer to the instructions in the Non-Academic Disciplinary Procedures and-Rules-and-Regulations for additional information (will be updated HT18): https://www.queens.ox.ac.uk/sites/www.queens.ox.ac.uk/files/201607023-Non-Academic-Disciplinary-Procedurers-and-Rules-and-Regulations.pdf

E FACILITIES AND EVENTS REQUIRING THE PERMISSION OF THE DOMUS COMMITTEE AND THE

GOVERNING BODY

1. Facilities Requiring Further Permissions

The following facilities, due to their significance and nature, always require the permission of the Domus Committee and in turn the Governing Body:

• Chapel • Hall • Fellows’ Garden • Upper Library for official college events

2. Events Requiring Further Permissions

Some events require the permission of the Domus Committee and in turn the Governing Body. Applications must be made in good time to be presented first to the Domus Committee (meetings held in 0th and 6th weeks of full term), which forwards its recommendation to the Governing Body (meetings held in 2nd, 5th and 8th weeks of full term).

3. Additional Permissions

Additional Permissions might be necessary for certain activities or when higher levels of oversight are required, for example:

• the size of event (higher impact – for which the CFO can give guidance); • a higher risk event (for example, food hygiene or availability of alcohol); • supervision requirements based on numbers, or needing Senior Fellow to be present • use of specialist equipment or contractors’ involvement; • the event content requires further checks or coordination, such as a speaker requiring

security, or Prevent Duty implications, etc.; • there is a financial consideration such as a student society wishes to re-charge students

through battels, or the event should be charged to an organisation • all official or commercial photography or filming on any College site ;

The CFO forwards the details of these events to the Domestic Bursar for decision. If the nature of the event requires a higher level of permission it would be added to the list of permissions to be taken to the Domus Committee and then final approval at the next Governing Body Meeting.

F HOW MUCH TIME IN ADVANCE MUST A FACILITY OR EVENT BOOKING BE SUBMITTED?

The information contained in this document should provide indications of when a request might need further coordination and/ or permissions. Timely discussions with the CFO will provide helpful guidance to ensure you submit a request in good time. Generally a straightforward room booking should be made with at least 3 working days’ notice, a room booking with additional coordination (known as an event) such as a catered event, requires at least 2 weeks’ notice and a speaker event requires at least 4 weeks’ notice. A booking for the Hall also requires at least 4 weeks’ notice. Permissions requiring consideration by Domus Committee should be completed and submitted to the


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CFO two weeks before the Domus Committee meet (allowing time to complete coordination with other parties and for papers to be circulated to committee members in advance of the meeting.) As the GB generally will not accept permission requests which were not vetted by the Domus Committee, it is essential to have a complex booking submitted in good time. Ensuring that the booking request is considered by the Domus Committee in either 0th or 6th week will allow the booking to move to the next GB meeting. • Domus Committee meets on Wednesday of 0th week and 6th week • Governing Body meets on Wednesday of 2nd, 5th and 8th week.

G CHARGES

1. Fellows/Old Members: the use of rooms is predominately free of charge but checks should be made with the CFO.

2. Students: the Shulman Auditorium attracts a modest charge but advice should be sought from the CFO. The use of other rooms is free in the majority of cases – check with the CFO.

3. Additional Charges

• Damages will be charged in instances such as the following: i. Repairs / making good

ii. Cleaning or removal or equipment or rubbish left behind will be charged.

• If the Maintenance Team are requested to assist, the event will be charged accordingly, e.g.: i. provide/make the set or any props

ii. provide electrical support (PAT/ oversight/ member of staff on duty) iii. additional emergency signs/lighting/equipment will be charged to the event.

• There may be charges for events which require considerable time and involvement from CFO.

4. Batells: students must receive permission to use batells to re-charge other students. Any

organisation wishing to do so must receive the permission of the Domestic Bursar who will require details such as: • the organisation requesting permission • the organisation invoicing the order • names of the students’ accounts to be batelled

H CONSIDERATIONS

1. Safety, Security and Emergencies

The CFO will consider risks and determine if sufficient safety/ security / emergency measures are in place. If required the CFO will ask for further risk assessments from the organiser including appointing designated people to act in the event of a fire, emergency and/or ensure security of the attendees, the site or a VIP.

2. Risk Assessments (Appendix E)

a) The CFO will complete a risk assessment with the organiser and will include: • Fire marshals and emergency evacuation site plan (Appendix D) • First aiders • Lighting/ Electricals – in conjunction with the Clerk of Works


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• Food Hygiene – where outside contractors are used • Manual handling – in conjunction with the Steward • Security – in conjunction with the Lodge

b) The costs of H&S provision or equipment hire will be charged to the event.

3. Contractors

The CFO ensures that all outside contractors are in compliance with H&S regulations and the CFO will advise the organiser of the College’s Contractor Policy:

• including all information required before engaging a contractor • confirmation of liability insurance and other H&S compliance statements the contractor

must provide • registration with the Lodge and display of Permission to Work badge.

4. Electricals

If hiring electrical items, the CFO will arrange a meeting with the Clerk of Works. Permission for all electrical work and the use of equipment and power supply is given by the Clerk of Works.

a) It is the responsibility of the organiser to provide PAT test certification for all electrical equipment being used and method statements from suppliers.

b) Outdoor events using electrical equipment must have appropriate waterproofing (supply, cabling and equipment).

c) The College reserves the right to call upon independent electrical contractors to inspect and test any installation and will pass the cost on to the function organiser.

5. Alcohol

a) Licensing Laws – All alcohol must be purchased through the College Beer Cellar/Buttery and cannot be sold unless the College Licence Holder is in attendance, the cost of which is to be met by the organisers.

b) For student events, consumption/ quantities of alcohol must be monitored and sufficient other forms of non-alcoholic beverages must be supplied. Any non-catered event where alcohol is served and there are upwards of 20 guests in attendance, will likely require staffing. Other considerations such as time of day and length of event will be considered in conjunction with the Decanal Office. Staffing will be charged at £20 per hour, per staff member.

6. Cancellation / Wet Weather Planning

College staff having oversight of the event will discuss with the organiser but will have final authority if the event is to be moved to the wet weather contingency location. This might be the Catering Manager, Lodge Porter, Steward or Conference Officer.

I LIST OF APPENDICES

1. Appendix A Use of Facilities Summary 2. Appendix B Constituted Queen’s Societies 4. Appendix C Facility & event request form 5. Appendix D Fire Evacuation Plan Template


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6. Appendix E Risk Assessment form 7. Appendix F Photography request form 8. Appendix G Chapel Request Form and guidance 9. Appendix H Supplier Form 10. Appendix J Library Multi-Purpose Room Guidelines


________________________________________________________________________________________ Facilities Summary – APPENDIX A

Room How to Book Permission Needed Additional Conditions

a Lecture Rooms A, B and C § Term-time 7am to 7pm College Office § All other times CFO

b Small Teaching room § Term-time 7am to 7pm College Office § All other times CFO

c Old Taberdars’ Room § Term-time 7am to 7pm College Office § All other times CFO

d Carrodus Quad Lecture Room § Term-time 7am to 7pm College Office § All other times CFO

e Shulman Auditorium § Term-time 7am to 7pm College Office All other times CFO

• The fire doors must not be opened except in an emergency.

• The Control Room is not available unless specific permission for this has been given

• Chairs taken from the storage cupboard must be returned after use

• The green room is not available unless specific permission for this has been given

• The piano is not to be moved. • Use of the piano requires

permission from the Professor of Music.

• Catered bookings are to take place on Tuesdays & Thursdays only.

f Dining Hall Through CFO Domus & Governing Body § Use by students requires presence

of Senior Member (GB Fellow) throughout event

§ Use for a student dinner requires GB permission. No charge for room but meals are chargeable

g Magrath Room Through CFO § Use by students requires presence of Senior Member (GB Fellow) throughout event

h Chapel Through CFO Domus & Governing Body § Use other than for piano practice

(see below) requires GB permission

§ The CFO having confirmed the approval of the Chaplain and College Organist

i Piano in chapel Booked through Porters’ Lodge j Back Quad Music Practice Room Booked through Porters’ Lodge k Carrodus Quad Music Practice Room Booked through Porters’ Lodge l Squash Courts Booked through Porters’ Lodge M Cricket Grounds and Pavilion Through Groundsman § Requires permission of the Snr

Treasurer of the Amalgamated Sports Club

N Beer Cellar Through CFO O New Dining Room Through CFO § Use by students requires presence


P Memorial Room Through CFO § Use by students requires presence


Q Fellows Garden Through CFO Domus & Governing Body R New Library Multi-Purpose Room Through Library


________________________________________________________________________________________ Facility & Event Request Form – APPENDIX C

Constituted Queen’s Societies The 1341 Society The Addison Society The Reginae Society The Queen’s College Basketball Club The Queen’s College Boat Club The Queen’s College Cricket Club The Eglesfield Musical Society The Eglesfield Players The Queen’s College Associated Football Club The Queen’s College Hockey Club The Queen’s College Medical Society The Queen’s College Horticulture Society The Queen’s College Rugby Club The Queen’s College Tennis Club The Queen’s College Badminton Club


________________________________________________________________________________________ Facility & Event Request Form – APPENDIX C

FACILITY & EVENT REQUEST FORM

Name of Event

Person Responsible for Event

Contact phone Number

Email address

Is your club a Queen’s College Club/ Society? Purpose and description of Meeting / Event: If you intend to invite a speaker, give their name and include the topic.

Date and start / end time of Event

Room / facilities requested IT/ recording/ microphone/ projection or other equipment required

Food and/or drinks requested Approximate numbers attending: Queen’s (number) and non-Queen’s (number)

For events with large numbers of external guests, name & contact phone number of additional chaperones (1 per 10 external guests)

Billing Instructions if applicable (Batells or invoiced?)

For Dinners Only • Name of Senior Member presiding

(GB Fellow, the Chaplain, CDF or JRF)

• Two students responsible for conduct at the function

For Office Use Permissions Required (Decanal/Domus/GB)

Catering / alcohol

Prevent Duty

H&S (Risk assessments, etc.)

External equipment (electrical / PAT)?

Charges (see Appendix A)

NOTES / COMMENT


________________________________________________________________________________________ Fire Evacuation Plan Template – APPENDIX D

FIRE Evacuation PLAN

Name of Premises: the QUEENS COLLEGE

Conference name:

Conference dates:

Names of Fire Marshals:

(one fire marshal per quad/zone please)

Person producing plan:

Date plan produced:

Date of next expected fire test: Every Tuesday between 8.45 – 9am. The alarm is a continuous siren; a test is a short sound of this siren. Delegates are not expected to evacuate for the weekly test.

Fire drill booked? Required? YES/NO

Briefing/communication: Would you like to meet the Conference Officer to talk through the evacuation procedure and to see the assembly points? YES/NO Briefing for delegates arranged on …………………………………(date).

Assembly points: (remove locations not used by your event) See map.

• Shulman Auditorium: Drawda Garden • Hall: Middle of Front Quad • Front Quad bedrooms (East range, staircases 4, 5 and 5a and staircases

1, 2 and 3): Middle of Front Quad • Drawda Hall and Lower Drawda bedrooms: Drawda Garden • Carrodus Quad: At the entrance to Queen’s Lane on the pavement on

the bus stop side (not café side). • Back Quad: The centre of Back Quad.

Calling the Fire Service • If you discover a fire, call the Fire Service. • A fire alarm will sound in the Porters Lodge and the Senior Porter will

call the Fire Service. • Conference Fire Marshals can call the Fire Service on 999 giving the

address of the premises as ‘The Queen’s College, High Street, Oxford, OX1 4AW’.

• Each conference must appoint sufficient persons to take charge of all delegates in the event of an emergency.

Evacuation Procedures • Conference Fire Marshals will instruct their conference delegates where the assembly point is and will instruct them not to return to the building.

• Delegates will leave the building by nearest exit and report to the assembly point.

• Conference Fire Marshals can decide whether to perform a ‘sweep’ of the each floor, to ensure a full evacuation.


________________________________________________________________________________________ Fire Evacuation Plan Template – APPENDIX D

Signed (for and on behalf of the Client) ………………………………………………………………..… Name (please print) ………………………………………………………………..… Position/Title ………………………………………………………………..… Date ………………………………………………………………..… Contact Tel. No. ………………………………………………………………..…

• Conference Fire Marshals will perform a role call to account for all personnel attending the conference.

• The result of the roll call will be passed to the emergency services. Arrangements for safe evacuation of persons with special needs

• We do/ do not have persons with special needs who may need assistance during an emergency situation.

• Name of Fire Marshal to assist persons with special needs in the event of an emergency: …………………………………………

• We do/ do not have sensory impaired persons who require specialist equipment to allow for recognition of the alarm system.

• If you may find it difficult to use the ordinary means of escape in an emergency please make the lodge aware.

Firefighting equipment

• Fire Marshals will not use Fire extinguishers unless they are trained in their use.

Liaison with attending emergency services

• Name of Conference Fire Marshal to meet the Fire Service ……………………………………………………. (name). To pass on information regarding;

o Any persons unaccounted for and their probable location. o The location of the fire (if known). o Access routes to the fire (if known).


________________________________________________________________________________________ Risk Assessment Form – APPENDIX E

Risk assessment

Name of Premises: the QUEEN’S COLLEGE

Conference name:

Conference dates:

Person producing plan:

Date plan produced:

Hazard Person who may

be harmed Risk control in place Further action

Uneven, wet, slippery surfaces

Conference staff and delegates

Notices are in place. Floor is kept dry and well maintained. Staff trained to keep walkways clear.

Conference organiser to: • Include this hazard in welcome

talk asking delegates to take particular care when walking around the grounds.

• Advise if level access is required. • The College has ancient fabric

such that all risk of uneven floors and steep stairs cannot be removed. Delegates should be made aware of the nature of the environment and in particular care should be taken to wear appropriate footwear, when rushing and at night’.

Poor lighting


Temporary lights can be installed.

Conference organiser to: • Confirm timing of event to decide

if additional lighting is required. Electrical shocks and burns


Periodic inspection of fixed electrics undertaken. All portable appliances inspected and tested annually (at least)

Conference organiser to: • Inform guests not to bring in own

appliances unless they have been PAT tested (such as fans, hairdryers).

• Inform guests to bring suitable plug adapters if required. We can provide an image of the plug adapters that are compatible in the UK. Non-compatible adapters cause damage to the plug sockets.

Display Screen Equipment


DSE is maintained in a good state of repair.

Conference organiser to: • Ensure breaks from DSE are

suitably planned.



Fire Conference staff and delegates

Fire Risk Assessment in place. Fire Emergency procedures displayed. Fire detection and warning provided. Adequate means of escape provided.

Conference organiser to: • Complete a fire evacuation plan

with designated fire marshals. • Include the emergency procedure

in welcome talk. • Advise of any delegates who may

find it difficult to use the ordinary means of escape in an emergency. We will then arrange for suitable accommodation, warning and assistance depending on need.

• Ask delegates to make the lodge aware on check-in if they have difficulty using the ordinary means of escape in an emergency.

Manual handling Conference staff

and delegates Assistance from porters available.

Conference organisers to: • Take care when moving course

materials and ask for a trolley if required.

• Remind delegates to take care when storing heavy luggage in the luggage store. The store is located down two flights of stairs.

Work equipment Conference staff and delegates

Conference organisers are shown how to use AV equipment safely. Manufacturer signs and warnings are in place and handbooks available.

Conference organiser to: • Book a demonstration of AV

equipment booked if required.

First Aid Conference staff and delegates

Trained first aiders available, (LODGE). Information provided in each bedroom on how to contact first aiders. First aid box available.

Conference organiser to: • Advise delegates in a welcome

talk/information. • Confirm if any team members

are first aid trained.

Hygiene and Comfort


Heating and ventilation adequate. Toilet and hand wash facilities available. Appropriate facilities for eating meals.

Conference organiser to: • Contact the Conference office if

heating/ventilation is not adequate.

Security Conference staff and delegates

Lodge porter presence from 06:30-00:00. High street gates closed to entry from 21:00. Secure coded access provided for late/early entry into the college buildings.

Conference organiser to: • Advise of any arrivals after

21:00. • Advise delegates and chaperones

to be mindful of suspect packages/suspicious persons.

• Remind delegates that the coded access is never to be shared.



Signed (for and on behalf of the Client) ………………………………………………………………..… Name (please print) ………………………………………………………………..… Position/Title ………………………………………………………………..… Date ………………………………………………………………..…

• Remind delegates that no unknown persons should be let into the college, only registered members of the event.


Photography Filming Request Form – APPENDIX F

THE QUEEN’S COLLEGE

TOUR, Filming and photography application form

a) Filming in your hired meeting room, using a standard interior wall (i.e. without portraits or views of the college) as the back drop is usually permitted, providing the below form is completed satisfactorily.

b) Filming in the grounds of the college or in the public rooms (Hall, Chapel for example) is not permitted without consideration of the completed form (below) and a suitable charge.**

Please return the form to: [email protected].

Event name:

Event date:

Arrival/departure time:

Contact details Name: Address: Telephone: Email:

Permit type sought* Filming/Stills Photography/Live Broadcast / Tour Location within college:

General description and nature of the Tour/Job/Working Title

Numbers of people involved

Intended equipment

Insurance (certificates required)

Exterior locations £5 million liability cover in place Yes/No* Interior locations £10 million liability cover in place Yes/No*


Photography Filming Request Form – APPENDIX F

Special access requirements?

Additional support required from the College?

Is the location hired within your conference contract*

Yes/No*

If No, you acknowledge that a fee will be applicable.

Yes/No*

If this is an application for a Tour only.

I understand I haven’t requested permission to take photographs or to film in College and I do not have permission to do so unless I complete all fields of this form. Yes/No*

Acknowledgment required in the credits of the film/ publication.

With special thanks to the Provost and Fellows of The Queen’s College.

*delete as applicable.

** For option b) please expect a substantial wait before hearing if you have been successful. The committee to which the application will be reported meets twice a term, if you miss the first meeting the second meeting is 6 weeks later. If approved at this level, the permission then needs to be approved by the Governing Body who meet three times a term. If you apply during July/August/September, there is only one Governing Body meeting during these three months.

Signed ……………………………………………………… Date………………………………………………………

Position …………………………………………………………..


Chapel Request Form and guidance – APPENDIX G

THE CHAPEL OF THE QUEEN’S COLLEGE, OXFORD SECTION 1 – GUIDELINES FOR THE USE OF THE CHAPEL We’re pleased that you’re considering using the College chapel for your concert. Given the significance of the building and its contents, we do ask however that users of the Chapel observe the following guidelines and kindly ask that you fill in the attached form so as to help guide the Governing Body’s decision-making and to make sure that we provide you with the correct support on the day itself. (i) The piano, harpsichord, and chamber organ may not be moved without the permission of the College Organist,

and the former only with the guidance of the Steward. Both must be returned to their usual places after use. (ii) Those who seek to use the Sanctuary (i.e., the area behind the iron rails) must first seek the permission of the

Chaplain. The altar and altar furnishings should not be moved and nothing should be placed on top of the altar. If in exceptional circumstances it is necessary to move the altar or altar furnishings, please discuss with the Chaplain.

(iii) The eagle lectern must not be moved. (iv) The cushions are fragile and should not be moved. (v) If chairs, music stands or other extra furnishings are brought into the Chapel, they should be cleared out of the

Chapel after the performance is over. (vi) ’Cello spikes should not be rested directly on the Chapel floor. (vii) At the end of a performance, programmes left in the stalls should be removed and any litter should be collected. (viii) Instruments should not be left in Chapel without the permission of the Chaplain. (ix) Service books should be left tidy, and neither they nor service sheets should be taken away. The Chaplain’s stall

should not be used, and any books and papers in the Chaplain’s stall and Choir stalls should not be moved. (x) The Chapel is kept as a place of silence and prayer before 9.30am, between 12.30 and 1.30pm (except for the

organ recital on Wednesday) and 6-7pm. Prayers and services may be held at these times. Please ensure that you finish in good time so that these times of silence are not disrupted. If you need to leave anything in the chapel during these times, this will usually be possible but please check with the Chaplain.



CHAPEL OF THE QUEEN’S COLLEGE: BOOKING APPLICATION Ensemble/Group name: Person responsible for the event: Are you an EMS or College group? Y/N Date of Event: Name of Event: Please give details of the programme of your concert/event: Please list the hours you would like to use the Chapel on the day of the concert (taking into account when the Chapel is used for prayer/silence etc. during term): How do you intend to use the Chapel space? Will anything need to be moved? Will you require the use of the organ, grand piano or harpsichord? Note that separate permission will need to be sought from the Organist. Please return to the College Chaplain upon completion (Reverend Katherine Price – [email protected]). For further discussion about Chapel use, do feel free to call her on 01865 279143.



SECTION 2 – GUIDELINES FROM THE CONFERENCE OFFICE Health and safety The audience must be made aware of the fire evacuation procedure or there must be at least two fire marshals in attendance to direct the audience in the event of an emergency. Your two nominated fire marshals must be briefed in advance by our Steward or a College fire marshal, please contact the Conference Office to arrange this at least 14 days in advance of your event. Alternatively fire marshals can be hired via the Conference Office, these are usually Junior Deans or Graduate Students who are paid an hourly rate. The minimum fee is £20 per marshal. Do bear in mind that college fire marshals may not be available as their usual working times are during term time only. We recommend the following be read out at the start of your event: LADIES AND GENTLEMEN, WELCOME TO THE QUEEN’S COLLEGE CHAPEL Please ensure that your mobile phones are on silent The nearest toilet facilities are in Front Quad, Staircase I, basement, for gentlemen, and Front Quad, Staircase 1A, ground floor, for ladies. If there is an emergency during the concert you will be informed by a member of staff and should leave by the door at the back of the Chapel [Indicate door], and make your way to the assembly area, which is on the lawns in Front Quad. Those seated on the chairs should evacuate the Chapel as quickly as possible without running, and those in the stalls should follow immediately afterwards.Thank you. Chaperones The event organiser must ensure there are at least two chaperones present to assist in directing attendees to and from the Chapel (the chaperones/ushers you bring could also work as fire marshals). Seating There are 135 spaces for people to sit on the fixed pews, this number includes the choir stalls. Chairs can be added into the nave to seat 195 people in total. 25 chairs can also be added in the ante chapel (with only a partial view of the main chapel). There is an additional cost if college staff are required to set out and clear away extra chairs (otherwise your chaperones can do this).

Total = 220 (including choir stalls as seats)

Facilities

• The Chapel hire fee is £455 + vat (9am – 5.30pm or evening 6.30pm – 11pm). One rehearsal slot is included in the hire fee.

• Candles o There may be a cost for the candles – the Chaplain can confirm this in full. o If our choir are performing they can be asked to light and extinguish the candles. o If our choir are not present, you will need to hire a member of college to do this. There could

be a charge of up to £70 for this depending on whether staff need to come in especially (such as on a weekend or evening).

• Ramps



o Please let the conference office know if you require level access.

• Green room o Please let the conference office know if you would like to hire a green room space (charges vary

dependent upon size of room).

• Rehearsals o We will find a time when the Chapel is not in use so that the performers can rehearse. One

rehearsal slot is included in the hire fee.

• Toilets o The most suitable toilets for event guests are those on Front Quad, doorway 1 and 1a. o There is a disabled access toilet near the Hall, just off library square.

• Use of the organ, piano or harpsicord o Please confirm which you will be using so that permission can be cleared with our Organist.

Instructions for users of the organ The keys are obtained from the porters at the lodge. The organ loft is reached through the choir practice room, which is room 3 on Bell Staircase: from the lodge go directly across Front Quad, and through the arch between chapel and hall; the door to Bell Staircase is the last on the left before you leave the arch. The choir practice room is up three flights of stairs. The Chubb key opens the choir practice room, and the Yale key the organ-loft door (ahead and to your left in the first of the two choir rooms). The loft light is on your left as you enter the loft, and just beyond this on the left-hand wall is the main electric switch for the organ: ‘up’ is ‘on’ for this switch. The blower and console-light switches are at the console, above the left-hand end of the pedal board. Please replace the felt covers on the manuals once you have finished playing, and please leave the swell box open. Please confirm the relevant points in section 2 with the Conference Office on [email protected] 01865 279129 / 01865 27949


Contractor Form – APPENDIX I

FACILITY & EVENT CONTRACTOR FORM

Name of Event

Person Responsible for Event

Lighting Music Other

Using College Equipment? Yes - No - TBC

Yes - No - TBC

Yes - No - TBC

Details *Please let us know what you would like to do so we can consult our Steward and Electrician

Day/time of set-up

Details of packing-up: Day/time/by who

Hiring from contractor?

Yes - No - TBC

Yes - No - TBC

Yes - No - TBC

Company name of supplier

Company contact name and phone number

Items being hired/used

Day/time of delivery/ set-up

Details of packing-up: Day/time/by who

Inform supplier that the following is required:

*PAT testing, Method Statements & insurance certificates must be provided at least 14 days prior. (cannot proceed if these are not provided 14 days prior) Bear in mind any external supplies /equipment must be to the appropriate IP rating. The College Electrician may be required to check set-ups for large/unusual events (in the absence of the college electrician an approved subcontractor can be hired).

Further Information


Contractor Form – APPENDIX I


Library – APPENDIX J

The library

Use of the Multi-Purpose Room in the new library

If you would like to make a booking for the Multi-Purpose Room then please contact a member of the Library staff to make a request. The Library staff need to have the following information before the booking can be confirmed. Forms are available at the enquiries desk in the New Library.

• Date. • Start time and finish time. • Name of the person making the booking and email address (so that confirmation of the

booking can be made – until this confirmation is received the booking remains provisional). • Number of people and their names. • Purpose of the booking. • Room set up requirements. 8 people maximum with table and chairs. Up to 15 in rows. • Bookings have to be made by a member of Queen’s but the booking can include students

from other colleges (to be reviewed for Trinity Term 2018) provided the booker takes responsibility for them at all times.

Please take into account the following.

• You need to give 24 hours clear notice before the start of the booked time. • A notice will be placed in the holder outside the Multi-Purpose Room at the start of each day

and this will indicate times when the room has been booked and when it should be vacated by anyone using it as a general reading space which should be no later than 15 minutes before the stated time.

• Bookings can be made for periods of between 1hr and 4hrs maximum. • Please leave the room clean and tidy and switch off all equipment when you have finished.

If the room has not been booked then it should be considered as part of general reading space provision, with seating for 8 people. If you have not booked out the room and there are people working in there and you wish to use the interactive screen please gain their permission first. Equally if you are working in the room with a couple of other people and are using the interactive screen then please expect that other people might want to come in and use the room as a shared space. In order to secure exclusive usage you need to make a booking. Any queries please talk to a library staff member.

the queen’s college permissions & guidance for term … · the queen’s college permissions...

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