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Booking a room or garden

RMS (Rooms Management System) should be used to book or request the use of certain rooms in College.

Catering in College public rooms: All refreshment (food and drink) should be procured through the College. Please contact the Catering Manager, Nina Rhodes, to discuss this further.

Room booking charges for student organised events: No charge will be made to use a function room (notably Old Library, Nihon and N7) if it is for a Pembroke Society or there is a sponsoring fellow involved in the organisation of the event.  A charge of £25 will be made if the function room is going to be used by a Cambridge University Society/club (and booked via a Pembroke student).  The cost will be added to the student’s College bill. Any catering required will be charged in addition to this room hire charge.  There will be no charge to use the room if the room is being used for a dinner.  The New Cellars, Old Cellars and NCR can be used by Cambridge University Society/club if the Pembroke Student who booked the room is present throughout the whole event.

Pembroke students can request the use of the following function rooms – these can only be used once approval has been given so please ensure that for all requests plenty of time is given for approval (preferably at least 48 hours and at least 1 week if you require catering): Old Library, Nihon Room and N7. When making the booking please give full details of the event, for example you will need to name 1 steward for every 10 guests (of which you must be a steward) and if it is a speaker meeting to give the title of the talk and the speaker. 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. Undergraduate students may request the use of supervision rooms (including N7) but only after 8pm on a weekday, after 2pm on Saturday and all day Sunday.

Pembroke students can book the following rooms (approval not needed): New Cellars, New Common Room (aka NCR or BB9), Old Lodge Cellars Please be as specific as possible about your event. If it is for a speaker meeting you then you need to give the title of the talk and the speaker – again this information should be entered when making the booking.

The student making 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. 

  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)
  • 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.