Event Guide
Hosting an event at Selwyn
Making a booking Confirming
Thank you for your interest in Selwyn College, we would be delighted to help you plan your event with us.
From your initial enquiry, once we have confirmed availability for your date and venue, we can make a provisional booking for you. This means we will hold the space temporarily, for up to 2 weeks, while you can finalise your plans without the risk of losing your preferred date. You can cancel this provisional booking at any time without any penalty. No hard feelings we promise!
BOOKING FORM
Once you are ready to confirm, we will send you a booking form. You will need to fill this out and return it to us to confirm the booking.
If your event is VAT exempt, you will also need to complete and return a VAT exemption form alongside the booking form before a deposit is issued.
DEPOSIT
A non-refundable deposit of 25% of the event value or £500 (whichever is greater) is then due to secure the booking.
University departmenta/ faculties:
While cancellation charges would still be applicable, if you are a department or faculty from the University or you have credit with us, we will not ask for a deposit but invoice the full amount after the event. Lucky you!
Larger deposits:
We reserve the right to ask for a larger deposit prior to arrival for particular bookings. For new customers located outside of the UK, full payment may be required in advance.
CONTRACT
A legally binding contract is formed once we receive and accept your signed booking form and deposit payment.
Final details
CONFIRMATION
We need confirmation of all event details, including final timings, numbers, dietaries and menu choices no later than 14 days before the event. We do like to be prepared!
FORMAL DINNERS
If you are having dinner at Selwyn we will send over a template to complete for a table plan for guests. We ask that this is returned no later than 7 days before the event, along with a final list of any guests with allergies or special diets. If you are planning on having speeches, please let us know so we can inform our Butlers, to ensure the best quality food. We politely request that speeches are after dessert is served. Nobody wants melted ice cream!
AV REQUIREMENTS
All AV requirements, including the use of any microphones, adapters or laptops, need to be finalised ahead of your event. Our AV technician will be on hand to help on the day, but out-of-hours or dedicated AV support will incur additional charges.
ACCOMMODATION
For residential groups we will send you a template and ask that a rooming list be completed and returned no later than 6 weeks before arrival. Any unallocated rooms will be released for general sale.
FINAL PAYMENT
The remaining balance is due within 30 days of the invoice date, which is typically sent immediately after the event. Pay up, or we’ll send the Porters after you ( just kidding, but seriously, please pay).
Cancellations
The cancellation charges depends on how much notice you give us. If a deposit has been paid, it will be deducted from the cancellation charges.
NOTICE PERIODS:
Over 12 months: No charge.
6 - 12 months: 25% of the contracted revenue.
1- 6 months: 50% of the contracted revenue.
Less than 1 month. 100% of the contracted revenue.
AMENDMENTS
If we need to make any amendments to your booking for reasons beyond our control, we will offer alternative facilities or cancel and refund your deposit.
We reserve the right to cancel a booking if, in our reasonable opinion, the event may prejudice the reputation of the College. We have a reputation to uphold, after all.
Getting Here
PARKING
Whilst general parking is not available at Selwyn, subject to availability a limited number of spaces can be reserved for the event organiser or guest speaker by prior arrangement.
Metered parking may be available on Sidgwick Avenue and West Road. Free parking is on Cranmer Road, Herschel Road or Adams Road a short walk away. The college postcode is CB3 9DQ.
PARK & RIDE
There are five Park & Rides in Cambridge. The most convenient one is at Madingley Road, accessible from the M11 northbound at junction 13. From there you can take the U1 (University) bus, and get off at the stop directly outside, or the U2 bus and get off at the University Library stop in West Road.
Cambridge Station is a 35 minute walk away. The U buses go directly from the railway station to the college stop. There is also an extensive taxi rank at the station.
TAXIS
In the Porters’ Lodge there is a freephone for summoning local taxis.
RAIL
General Information
Guest wi-fi is available across the site. Guests can join the SC-WiFi network and will initially be asked to enter an email to connect.
FIRE ALARM
Weekly fire alarm tests are carried out in all college buildings every Thursday morning. In cases such as live-streaming recording, if you feel like this will negatively impact your event, please let us know in advance and we can discuss arrangements.
GRASS & GARDENS
We kindly ask that you do not walk on Old Court and Ann’s Court lawns. In dry weather, you are welcome to sit and relax on the other lawns of Selwyn.
CAFÉ BAR
The café bar is located in Old Court and is open to all for coffee, drinks and snacks during opening hours. It is open from 11.00am - 3.00pm and 6.00pm11.00pm every day.
Out of term time opening hours may vary.
Cafeteria
Open to the public, card payment only.
Barista coffee, cakes, confectionery sandwiches and drinks are available all-day.
Monday - Friday
Breakfast
8.00am - 9.30am - Term time
7.45am - 9.30am - Out of term
Lunch
12.00pm - 1.30pm
Dinner
6.00 - 7.00pm
Weekends
Breakfast - 8.00am - 9.30am - Out of term only
Brunch - 11.30am - 1.00pm - Term time only
Lunch - 12.00 - 13.30pm
-During term time, brunch only, no lunch
Dinner
6.00 - 7.00pm
MEAL TICKETS
Guests staying in our accomodation are asked to show their room key fob at the till for breakfast. Guests on our day delegate rate or who have purchased in advance, will be given a meal ticket to be handed in at the till. This includes:
Soup and bread roll
Hot main course or large salad bowl
2 x sides plus small salad
Dessert OR 2 pieces of whole fruit
Water on tables
Not included are hot drinks, pre-packaged items like confectionary, sandwiches, yoghurts or canned/bottled drinks.
Accommodation
Check-in: 2.00pm
Check-out: 9.30am
Check in and out is at our Porters’ Lodge, which is our main reception. The Lodge is staffed 24/7 and our team of helpful Porters are there to welcome visitors, manage security and handle enquiries. Please return your room key here at check-out to avoid a late fee or key replacement charge.
Subject to availability, we are usually able to offer luggage storage facilities for guests who wish to leave bags before or after these times.
There is a daily service of rooms Monday - Friday, with no service at weekends. Bed linen is changed every 3-4 days, depending on length of stay.
KITCHENS
We kindly ask that guests do not enter the kitchen facilities in the student gyp rooms which are left unlocked in our accommodation blocks. This includes storing anything in the fridges or using any equipment.
