ࡱ> QSPP "bjbjE"E" 4B'He'HeQ 11111EEE8}<DE$(%"GGG"""$$$$$$$$'')*$1"""""*$11GG?$"F1G1G$"$:",<#GphR" #U$0$"R**<#<#*1P#"""""""*$*$"""$""""*""""""""" :  Application for an event in the College Grounds Section 1 Applicant name: Venue: Dates: Event start time: Event finish time: Maximum Number: Nature of the event: Section 2 To be completed if the event involves catering by the College This event has been discussed with me and can be accommodated in the catering schedule Catering Managers signature: Date: Section 3 Permission from the Gardens Fellow Conditions of use: I have checked that the details and arrangements regarding the use of the College grounds are satisfactory. Gardens Fellow: Date: Section 4 To be completed as the venue booking is made Home Bursary Administrators signature: Date: Section 5 Equipment 1. Equipment (including staging): Yes/No 2. Electrical Equipment: Yes/No I have been consulted and have, if relevant, agreed to provide the requisite Electrical Safety Certificate. Clerk of Works signature: Date: Section 6 To be completed after consultation with the Head Porter Security arrangements: I am satisfied, after discussion with the applicant, with the security arrangements for this event Head Porters signature: Date: Section 7 Checklist (to be completed in the presence of the Assistant Dean) and further conditions of use: Delete as appropriate Are you planning to serve refreshments? Yes/No Is alcohol to be served at the event? Yes/No What are the charging arrangements for refreshments? N.A./Free/Bar prices/Fixed What food is going to be served? None/snacks/substantial snacks/meal Who is preparing the food? External (provide details)/College What entertainment is planned? None/small stereo system/PA system/instruments/singing/live band Is there going to be a cover charge? Yes/No Is there going to be use of any materials (artistic or otherwise) that may make a mess? Yes/No Will there be any use of glass or other breakable materials Yes/No Are you the President of this Group or Society (non-College)? N.A./Yes/No How are you going to advertise the event? Email/posters/other publication Does your event involve discussion/debate/promotion of a potentially contentious topic? Yes/No Further Conditions of Use: Details on drinks and charging: Details on materials: Details on breakable materials: Details on entertainment: Details on food provision: Advertising details: Further details: I understand that as the organiser of this event I am responsible for: adhering to all of the conditions on page three of this form; any damage to the fabric of the College; the behaviour of the participants; controlling the noise level; leaving the place used for the event in a clean and tidy condition; the full completion of this form; official written confirmation by the Assistant Dean if any conditions are changed (including dates) after the signing of this form. Either I may be personally liable and/or the event may be stopped if I do not adhere to these conditions or have not provided full and accurate information regarding the event. Applicants signature: Assistant Deans signature: Date: Notes for holding meetings or events in College The Assistant Deans permission must be obtained for any gathering of more than ten people in any College room. Staircase parties, room parties and house parties are banned. Gatherings in College i) Only members of New College may attend events. Neither University Societies nor any other outside body may hold events of any sort in New College, unless the Member is the Societys President. ii) Under the terms of the Licensing Act, gatherings may not be advertised publicly outside the College (this includes the internet) or the sponsoring College Society, nor may any charge be made for admission. At functions where alcohol is for sale only members of College and their bona fide guests may be served. iii) Your attention is drawn to your obligations under the Code of Practice on Freedom of Speech. Serving food Food must be provided free of charge at all events at which alcohol is available. The substance and amount of free food must be in proportion to the nature of alcohol provided and the duration of the event. Food on sale must be omitted from the calculation. Security: The Head Porter must be consulted about security arrangements. It should be considered, in the case of meetings, the difficulties that may be had with participants of opposing views, the possibility of gatecrashers and in the case of events where there is consumption of alcohol, drunkenness. Arrangements must be made with the Head Porter that clear directions are available at the Lodge to guests and participants. If necessary, one of the organisers must be present in the Lodge when guests or participants arrive. If the Head Porter deems it necessary, extra staff or security cover will be arranged at the organisers cost. Electrical equipment If disco or any other electrical equipment is used, then this must be inspected and approved by the Clerk of Works department. The use of smoke vapour machines and strobe lights are strictly forbidden in College. Damage & Cleaning A cleaning and repair charge may be payable to the College for any mess that requires cleaning or any damage caused to the building fabric, garden or furniture. The Junior Member responsible for booking the room will be responsible for the entire cost of the rectification of any damage caused or cleaning that is required. Publicity Copies of any publicity produced for an event in a room for which permission is required - whether it be a poster, or a private booking form, or any material whatsoever - must be sent to the Assistant Dean for approval. Music, PA and sound levels Any event in which there will be a PA, live music or a level of noise which is audible, outside the venue, must be clearly documented on page on the front page of this form (usually under the Equipment Section). Finishing times All parties and meetings for New College members will finish at 11.00 pm; all other events, including those for societies, will finish at 10.30 pm. The Dean October 2023 The Assistant Dean is available for consultation by appointment only, during term-time. Contact the Deans Secretary, Jacqui Julier ( HYPERLINK "mailto:deans.secretary@new.ox.ac.uk" deans.secretary@new.ox.ac.uk) for an appointment. For general email enquiries in advance of an appointment contact the Assistant Dean at:  HYPERLINK "mailto:tom.dawson@new.ox.ac.uk" gideon.elford@new.ox.ac.uk.     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Arial Narrow5. .[`)TahomaC.,.{$ Calibri Light7..{$ Calibri?= .Cx Courier New;WingdingsA$BCambria Math"hWXtfd /d /hx24DD 3qHP ?\2! xxY] IApplication to hold an event in New College involving more than 10 people MicrosoftJacqueline Julier  Oh+'0 ( DP p |  LApplication to hold an event in New College involving more than 10 people MicrosoftNormalJacqueline Julier3Microsoft Office Word@G@:r@Jy@<d ՜.+,D՜.+,D hp  &Office XP Professional/ D JApplication to hold an event in New College involving more than 10 people Title\H8P _PID_HLINKS_AdHocReviewCycleID_EmailSubject _AuthorEmail_AuthorEmailDisplayName_ReviewingToolsShownOnceA 9Pmailto:tom.dawson@new.ox.ac.ukB7$mailto:deans.secretary@new.ox.ac.ukhJnew permissions formtamson.pietsch@new.ox.ac.ukTamson Pietsch  !#$%&'()+,-./0123456789:;<=>?ABCDEFGIJKLMNORRoot Entry FTData "1Table**WordDocument4BSummaryInformation(@DocumentSummaryInformation8HCompObjr  F Microsoft Word 97-2003 Document MSWordDocWord.Document.89q