Room Booking Information

Conferences deal with booking for the Garden Room and the Sutro Room. These bookings need to be made two weeks in advance – they are a busy office and deal with many commercial bookings. Annoying, I know.
I have gotten permission, on a trial basis, to open up the some rooms in college to allow external societies to use the space, provided there is a Trinity JCR Member who is on committee of the society, and is responsible for the use of the space. Since the these rooms are also a space that should be reserved for private use of Trinity members, the compromise I am trialling is that the JCR is open to external societies at these specific times:

Trinity societies & JCR committee reps are free to book the JCR anytime, as usual.

There is a new form to book the JCR or to book the Garden room or Sutro room and a shared calendar to see pre-existing bookings. Your booking on the form is not complete until you receive a confirmation email. You may also need to just inform the Junior Dean and Porters. If you have any questions please email this address jcrevents@trinity.ox.ac.uk

Student Room Booking Policy

1. Purpose

This policy outlines the procedures and conditions for booking student event spaces. 

This policy applies to all Trinity students who wish to book designated rooms for events within the college. Trinity students should be on the committee of the society on whose behalf they are booking the event for. 

2. Booking Availability

Student room bookings are available on the following days and times:

• Days: Monday, Wednesday and Saturdays 
• Times: 18:00 – 22:00

3. Available Spaces and capacity

The following rooms are available for student bookings:

• Garden Room up to 100 guests
• Sutro Room up to 30 guests

4. Booking Process

• All booking requests must be submitted via Booking Link
• Room availability should be checked in advance using the calendar link (see emails)
• If you have a speaker attending the event the Domestic Bursar must be made aware and approve the request.
• Bookings are allocated on a first-come-first-serve basis. 

5. Drinks Arrangements

• All drink requirements must be arranged directly with and paid to the Beer Cellar.
• Students are responsible for liaising with the Beer Cellar team for all beverage-related needs.

6. Additional Requirements

The Conference Team must be contacted for any of the following:

• Events exceeding 100 guests
• Use of the Auditorium
• Events open to the public (including non-college or non-university members)
• Catering requirements beyond drinks (i.e canapés and reception menus) 

Requests for the above must be submitted via email to the Conference Team: conference@trinity.ox.ac.uk