Charges for Room Bookings

The following charges will be levied for room hire at the Department of Sociology:

Full Rate Charge:

• External events (i.e. Not related to the University of Cambridge) organised by outside companies, organisations, associations and societies.

Concessionary Rate:

• University of Cambridge, or Cambridge College, based societies, associations and groups that are not associated with the Department of Sociology
• Some externally funded internally organised special lectures, receptions
• Training, meeting events and professional courses for non-Sociology Departments

No Charges:

• Department of Sociology events
• Department of Sociology student societies, associations and groups
• University events
• Library events (held by Seely Library and University Library)
• University events (e. g. as organised by the V-C's Office and other central University offices)
• Cambridge Admissions Office - includes Year 11 and 12 Masterclasses
• Careers service events
• Student Services Centre department meetings where none of their rooms are available
• Other department or Faculty timetabled lectures
• School committee meetings
• Department of Social Anthropology staff meetings and additional teaching needs

N. B. In exceptional circumstances the fees may be waived at the discretion of the Department Administrator, depending on the particular circumstances of the organisers or the events in question.

General:

• PhD students can book rooms for supervisions
• Undergraduate and MPhil students can only book rooms outside of hours (9am - 6pm) with support from and attendance of an academic member of staff
• Undergraduate and MPhil student events may require academic support and attendance, even during opening hours, if an event is assessed as needing staff support
• All students are encouraged to look into venues provided by their college, as colleges are often better equipped to handle student led events, especially out of hours

An additional 20% VAT is charged in addition to these basic rates.

Room Booking Terms and Conditions

1. To secure a booking, the organiser (hereafter referred to as "the Organiser") must provide date, time, number of attendees, room requirements, purpose of the booking and any other requested information or risk assessments to the Department of Sociology, University of Cambridge (hereafter referred to as "the Management"). Confirmation from the Management constitutes a contract between the Organiser and the Management.
2. The schedule and internal business of the Department of Sociology will always take priority. Should a booking be submitted for a time when the department's schedule is yet to be confirmed, then the booking will be held as pending until the Management can confirm the availability of the requested room.
3. Final confirmation of all details are required not less than 7 days prior to the function.  If all details are not confirmed by the Wednesday of the week preceding the event, we cannot guarantee that the requirements will be met.  Any amendments must be confirmed in writing, by email.
4. A cancellation fee may be charged at the Management's discretion, should the Organiser cancel a booking after the Management has already invested time and effort into the provision of space and resources.
5. Fees will be invoiced at point of cancellation or within a week of the event being held. University of Cambridge payment terms and conditions apply.
6. Although every effort will be made to preserve quoted prices, this is not always possible.  If there are any changes, the Management will notify the Organiser not less than 14 days prior to the forthcoming function.
7. All Organisers are held responsible for any damage caused, either wilfully or by neglect. Extra charges may be incurred should any damage or extra cleaning be required following the event; these will be invoiced accordingly.
8. Food and drink is not allowed in the Seminar Room and Board Room for external hires. The rooms are close to the Museum of Zoology which has a café and the eateries in the centre of town. There is an open air courtyard outside the venue.
9. The Management retains the absolute right to refuse admittance to the building or any room and to withdraw services to any individual or group of persons.
10. The Management cannot accept responsibility for loss or damage to any belongings.
11. Accounts should be settled within 30 days of the date of the function.
12. Organisers must provide a risk assessment for the event, for which a template will be provided. This must be agreed and signed off by the Management.

Contacts

Sam Hall, Receptionist
enquiries@sociology.cam.ac.uk