Book rooms in College

This page contains instructions for booking a Queens’ College room for both academic and non-academic events.

For meetings or parties, you will need to obtain separate permission from the Dean of College via an online form. As part of this process you will need to have completed a risk assessment form, which can then be uploaded to the online applications found further down this page.

Instructions for booking rooms

When booking a room in college for an event, please be sure to follow the steps below before submitting your permission form.

If you are booking a room for a supervision, you do not need to obtain any extra permissions.

Book a room in College

For general meetings in college please use the risk assessment form for events.

Risk assessments

The Risk Assessments and Capacity Plan are based on standard events or working arrangements. If alternative setups, events or activities are planned that do not fit within these assessments, then please contact the Health and Safety Officer (rco@queens.cam.ac.uk) for help in developing specific plans.

Risk Assessment Form - Events

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Dean's permission forms

Meeting Permission Form

Party Permission Form

Fitzpatrick hall

If you would like to use the Fitzpatrick Hall for your event, this must be booked through the events team directly by contacting fitzpat.roombooking@queens.cam.ac.uk.

Large event bookings

When booking a large event i.e Theatre Performers, club nights etc you would be required to do a method statement and a risk assessment. Please see the below guidance:

For Large Events please contact our AV team via fitzpat.roombooking@queens.cam.ac.uk at least 4 weeks in advance of your event with details of your request.
Using the Queens’ booking portal, find your required space and book the room – make sure you have checked the capacity of the room you are booking.
Write a method statement or plan describing the event, detailing the controls put in place to manage safety, including COVID‐19 mitigations, and complete a risk assessment form. Both forms should be submitted to our Health and Safety Officer, who will review and approve your documents and send a signed copy back to you. Advice on writing both documents can be found further down this page.
Complete the Dean’s permission form for events.
Send your completed Dean’s permission form and your signed risk assessment/method statement forms to room.bookings@queens.cam.ac.uk who will process your event request.

Method statement and risk assessment considerations

Considerations for large events including theatre productions, club nights or sporting & gallery events are listed below:

Risk assessment considerations

Front of House arrangements
Trained security or ushers
Data collection for NHS/ College Welfare / test and trace
Additional staffing to manage FOH (with face covering)
Staff working to be asked to undertake a lateral flow test to ensure they are not asymptomatic carriers of the virus
Adequate ventilation
Extra cleaning
Good hand hygiene (Toilet inspections)
PPE face covering
Regulated social distancing
One‐way system
Wristbands posted out to audience before event
Ticket entry pre‐booked only, or record names
Ticket holders to provide proof of recent negative LFT
Cashless payments
Clear communication with audience through pre‐event emails
Signage with clear instructions in place
Clear indication of boundary marker allowing for a safe distance between visitors and staff, or audience and stage. Each stage area to have a steward nearby to monitor this.

Crew and staging:

Manual handling of scenery and equipment
Slip, Trip, and falls mitigation
Scenery Construction
Cloths/drapes
Dividing wall, the Iron
Falls from height
- Persons/items fall from gallery area or grid
- Changing and adjusting stage lights
- Height differences between stage levels
- Rigging at Heights
Electrical safety
- Risk of falling lanterns
- Audio systems
- Projection

Method statement considerations

The project
The specific activity the method statement is for
A description of the work required
Start date and duration of the tasks
Hours of work
Who the assessor is?
Who has key responsibilities?
Any hazards associated with the task
Any hazards associated with the site and environment
References to other documents such as risk assessments that apply to the task
The planned work procedure, the sequence of work and control measures
PPE requirements (if any)
Management arrangements
Monitoring arrangements
First aid and welfare arrangements
Emergency procedures

College room capacities

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Instructions for booking rooms

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Risk assessments

Risk Assessment Form - Events

Dean's permission forms

Fitzpatrick hall

Large event bookings

Method statement and risk assessment considerations

College room capacities

College room capacities

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