BOOKINGS
How to book the Bar and Cellars for your event
How to book
1
Who are you?
You must be a Clare College member to book the Bar and Cellars. Bookings on behalf of Clare societies are more likely to be approved. If you are a non-Clare member your booking may be declined automatically. By booking you nominate yourself as the 'responsible person' for the event. You will be personally responsible for the management of the event and the space.
2
Your event
Your should submit your booking request well in advance. For all events, the 'responsible person' who submits the booking must be present for the entire duration. There are some other considerations you should take into account depending on your event.
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If you are booking an event that involves amplified sound, this will be classed as a “noisy night”. Amplified sound includes (but is not limited to) DJs, live bands, amplified instruments, microphones, and PA systems, particularly where sound may be audible outside the venue.
Due to the potential impact on nearby accommodation during term time, the number of noisy nights that can take place is strictly limited. These are allocated on a first-come, first-served basis, so we strongly recommend submitting your booking request as early as possible to avoid disappointment.
If you require sound and lighting you should contact Clare Sound: wh363@cam.ac.uk (Will)
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For all noisy nights, or if your event is expected to reach the full capacity of Cellars (130 people), we will provide trained stewards for your event. Aside from Clare Jazz events, we will have two students per hour for the hours of your event. Each steward will get a free drink and free entrance to the event. It is the responsibility of the organisers to pay for these drinks, so please let us know if you would like to specify which kinds of drinks (e.g singles only, pints only) your stewards can have!
Training for stewards will occur before Lent Term 2026 begins.
3
Special drinks
Drinks cannot be preordered for groups in advance. However, the Bar can order supplies to make special drinks if enough advance notice is given. Please specify this on the booking request form.
4
Your responsibilities
As the event organiser and responsible person, you must be present for the entire duration of the event. You are responsible for ensuring that you do need exceed the maximum capacity of the entire JCR (including bar area) which is 130 people. If you move any furniture, it is your responsibility to return it to its original position.
You must ensure that the JCR is left clean and tidy after your event. You will be held accountable to these standards, and failure to comply may result in future booking requests being declined and/or disciplinary action being taken by the College.
Managing venue capacity is essential. You must therefore agree an approved ticketing arrangement in advance, including the total number of tickets available, how they will be sold (e.g. advance tickets and/or tickets available on the door), and a printed list of attendees names which will be used to check at the door. Where door tickets are offered, the number available must be agreed in advance and will be subject to approval by the bar. The latest entry time of 10:30pm will apply to all events, and no guests will be admitted after this time.
5
Clare Sound
Clare Sound is an independent society which shares the JCR space with the bar. Booking the bar does not entitle you to the use of Clare Sound equipment. Any unauthorised use leading to damage to Clare Sound equipment during your event will be invoiced to the responsible person.
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If you would like to make use of the fixed sound and lighting equipment in Cellars (excluding the bar speaker system), this must be hired through Clare Sound. If sound and lights are an important part of your event, please ensure you contact Clare Sound BEFORE you book your event as they may not always be able to guarantee availability. You are welcome to use your own equipment or hire from elsewhere but please note that you cannot use any of the sound and lighting equipment without prior permission from Clare Sound.
The current Head Technician of Clare Sound is Will Humm and you can contact him by email at: wh363@cam.ac.uk
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6
Bookings form
Just complete the form below and the bookings officer, UCS,
and college porters will review your request!​
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For Lent Term 2026, booking requests must be completed before the 18th January in time for Bookings Officers to review the requests. Any concerns, please contact cellars.clarecollege@outlook.com.