May week: noon, 14 June 2019 - 21 June 2019
|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 west 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 (firstname.lastname@example.org) 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).
- Garden Parties can be booked between 12 noon and 10 pm with a limit of 2 hours. There is a 90 minute margin between bookings to allow the event organiser or catering to clear up one party and set up the next.
- Party numbers are all limited in relation to alternative indoor venue bookable with application (see above).
- 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 accepts responsibility for the good conduct of the party along with the named stewards.
- When you have approval from the Senior Tutor you must be discuss and agree any catering arrangements with the Catering Manager, Nina Rhodes (email@example.com) at least two weeks in advance. Organisers should note the alcohol serving guidelines (see Catering below).
- Strictly only unamplified music allowed with approval given at booking.
- Furniture - Two tables will be provided for each lawn by College and there are 15+ chairs available in the summerhouse in the Fellows’ garden (which must be returned after use). No additional furniture may be brought to the gardens.
- Hireables and additional items- No bouncy castles or other entertainment items are allowed - There can be no permission vehicles to access College on the Avenue.
- 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!
- No University societies (unless a Pembroke Fellow attends as the sponsor when the Fellows’ Garden may be added to the venues available).
- 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 events will either be College staff or nominated individuals (stewards) who will be provided with some guidance and training prior to the event.
- All food served at the event should be supplied by the College. College can provide the following (prices quoted are for 2018): Pimms & lemonade £21.50/12x250ml; Elderflower presse £11.50/12x250ml; Sparkling water £5.30/24x500ml; Biscuits £5.90/4x500g; Crisps £6.20/6x150g; Strawberries £2.20/250g; Cream £3.70/1l (pasteurised cream); Disposable spoons £4.00/100; Disposable containers for strawberries £3.10/50; Napkins £2.60/200. 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.
- To reiterate, 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’.
- The organisers of each event will need to ensure they have volunteers to supply alcohol who are both aware of licensing regulations and do not drink.
- There is need to ensure that drinks are not provided at either excessively promotional/’all you can drink’ prices or to people who clearly should not be drinking, i.e. there is need to follow the licensing rules.
- There is very strong recommendation that all garden party organisers provide sufficient water/soft drink alternatives.