Garden Parties

May week: noon, 15 June 2018 – 22 June 2018
Gardens Max no. Who may book
Library Lawn 120 Fellows, staff and students
Red Buildings Lawn 120 Fellows, staff and students
Bowling Green, Terrace only* 40 Fellows, staff and students
Fellows’ Garden 50 Only Fellows and staff
New Court lawn Not bookable –  reserved for croquet

* The Bowling Green Terrace is a venue for small parties. The Bowling Green itself is not available to book (May Ball marquees set up on the Bowling Green and taken down that week).

**Where possible, matching indoor space in case of inclement weather has already been reserved. Please contact Becky Coombs (becky.coombs@pem.cam.ac.uk) if you would like to book one of these venues as a ‘back up’.  Guest numbers are all limited in relation to alternative indoor venue bookable with application (see above).

Guidelines
  • Garden Parties can be booked between 12 noon and 9 pm with a limit of 2 hours. There is a 60 minute margin between bookings to allow the event organiser or catering to clear up one party and set up the next.
  • Requests for Garden Parties should be made using RMS. Your request will then be considered by the Senior Tutor, Dr Tucker, who may ask to meet with you before the booking is approved (or may be refused).  Stewards should be named for every 10 people present.
  • Whoever books a garden party must be present for the duration of the event and shares responsibility for the good conduct of the party with the stewards.
  • When you have approval from the Senior Tutor you must be discuss and agree any catering arrangements with the Catering Manager, Nina Rhodes (rhodes@pem.cam.ac.uk)  at least two weeks in advance. Organisers should note the alcohol serving guidelines (see Catering below).
  • Only unamplified music is allowed; music must be approved at booking.
  • Two tables will be provided for each lawn by College. 15+ chairs are available to borrow from the summerhouse in the Fellows’ garden; please note that if they are borrowed they must be returned there.
  • No imported furniture is allowed (chairs, tables, bouncy castles etc.);
  • The porters will continue to oversee garden parties.
  • Regular garden rules apply: no games; no sunbathing; no litter/glass.  No hot tea-pots on the grass!
  • Pembroke members, who are involved in a University Society and who would like to hold a garden party for the Society in Pembroke, should talk to the Tutorial office in the first instance for further guidance.

 

Catering
  • No external professional catering is allowed (there is no vehicular access to the Avenue).
  • Alcohol – College will need to either supply the alcohol or authorise the alcohol which is supplied for any event which comes under the heading of ‘garden parties’.

All garden areas of the College grounds are covered by the Premises Licence in respect of entertainments and the supply of alcohol. Therefore, the College is responsible for all events that take place and must adhere to the mandatory conditions set out in Annex 1 of the Licence.

  • All individuals serving alcohol at garden parties must either be College staff or nominated volunteers who are both aware of licensing regulations and do not drink. Guidance and training prior to the event will be given.
  • All food served at the event should be supplied by the College.

All events must be discussed and agreed at least two weeks in advance between the Catering Manager and a responsible person.  Contact Nina Rhodes, (Nina.Rhodes@pem.cam.ac.uk) to discuss your food, drink requirements and training for anyone other than staff who will be serving alcohol.

  • It is strongly recommended that all garden party organisers provide sufficient water/soft drink alternatives.
  • Drinks should not be provided at excessively promotional prices or ’all you can drink’ basis, nor to people who clearly should not be drinking more, i.e. there is need to follow the licensing rules.