Pembroke College Cambridge

How to book Pembroke's Facilities

Students wishing to hold an event in:

  • New Cellars
  • NCR
  • Old Lodge Cellars
  • N7
  • L8

Should make a request via RMS (https://app.casc.cam.ac.uk/rms_live/)

N.B. N7 is primarily for Pembroke student supervisions or other Pembroke student academic purposes Monday-Friday until 7.00pm.  It is available for other functions after 7.00pm Monday-Friday or all day Saturday and Sunday.

Students wishing to hold an event in:

  • The Nihon Room
  • A room in 4 Mill Lane
  • The Old Library
  • A College Garden

Should make a request via this form: https://www.pem.cam.ac.uk/college/catering/information-fellows/function-room-booking-form

For certain types of bookings, you will be asked to provide additional information, via this form: https://forms.office.com/e/LBfb3gM9Zf before permission is given to use a room.  This form will need to be completed at least 2 weeks before the proposed event date.

The student making/requesting a room booking (i.e. the room booking is in their name) is responsible for the room and the conduct of the attendees and must be in attendance for the duration of the room booking.

Catering in College public rooms

All refreshment (food and drink) must be procured through the College, it is not possible to provide your own food and drink. Please contact the Catering Manager, Nina Rhodes, at least 2 weeks prior to the booking to discuss this further.  Please note no refreshments are permitted in 4 Mill Lane.

Room booking charges for student organised events

  • No charge will be made to use a function room if it is for a Pembroke Society or there is a sponsoring Pembroke fellow involved in the organisation of the event/activity.
  • A charge of £50 (per booking) will be made if any room is going to be used by a Cambridge University or other external Society/club (and booked via a Pembroke student who will be present throughout the whole event/activity).
  • The cost will be added to the student’s College bill.
  • Any catering required will be charged in addition to this room hire charge.

Stewards

Where there are 10 or more people attending an event then stewards will be required, 1 steward for every 10 attendees.  So for an event with 50 attendees, 5 stewards are required; the stewards are included in the 50 attendees.  We expect the organiser to be a steward

The organiser and the stewards must be in attendance for the whole event and will be expected to have read the Duties of Studies. 

The named stewards do not all have to be Pembroke College members.

Speaker Meetings

Any student organising a speaker meeting will be required to the name of the speaker and the title of the talk.  If organising a speaker meeting please make sure that you are familiar with the College's Events and Speakers Policy and Freedom of Speech statement. 

Rooms for Supervision

Postgraduate students booking a room for supervisions must note that the supervision group must contain at least 1 Pembroke student being supervised.  If you are regularly supervising Pembroke students please contact registrar@pem.cam.ac.uk and the supervisor role can be added to your RMS profile to enable you book supervision rooms.

Postgraduate students supervising students from other Colleges should book supervision rooms in the student’s College.

Other rooms/facilities that are booked via RMS:

  • Squash Courts (keys from Porter’s Lodge)
  • Astro turf Netball court
  • Table Tennis room (bottom of R staircase, swipe card access – to request access please complete the permission request form) - please note the max no. of people allowed in the room is 6 and there must be no 'waiting' either outside the room or the staircase.
  • Music rooms (keys from Porter’s Lodge)
  • Croquet sets/lawn (Easter term only) – croquet sets collected from Porter’s Lodge
  • Guest rooms M4a (4 beds) and M4b (2 beds) – costs are shown on RMS.