St John's College, Oxford Conference and Events Brochure 2018
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St John’s College, Oxford
Conference and Events Brochure
2018
Introduction to St John’s College The University of Oxford is one of Europe’s foremost and oldest centres of learning. Situated beside the Rivers Thames and Cherwell, it combines magnificent examples of every English building style from the 11th to the 21st century. Visitors to Oxford will find many attractions. There are a number of walks through the quaint back streets, across Christ Church Meadow to the Thames and Cherwell or to the Botanical Garden. The University of Oxford is basically a federation of Colleges, each one being an independent, self-governing foundation, with many Colleges tracing their beginnings back to the Middle Ages. The ancient city of ‘dreaming spires’ is 57 miles from London, with good rail and coach services to the capital and easy access to Heathrow and Gatwick airports. The Cotswolds and Chilterns are within one hour by road and several stately homes and important gardens are nearby - Blenheim Palace, Rousham, Hidcote, Windsor Castle, Savile Gardens - to mention but a few. The historical town of Stratford is also easily accessible. There are two main theatres in the centre of the city and numerous restaurants and inns. The College of St. John Baptist was founded in 1555 by Sir Thomas White, a wealthy London Merchant Taylor, former Lord Mayor of London and a devoted Roman Catholic. His object was to secure a supply of clergy to rebut current heresies. The site and buildings were those of St. Bernard’s College, a Cistercian house begun by Archbishop Chichele in 1437. The front of the College appears much as it did then, as do the North and South sides of the Front Quadrangle. The College incorporates the famous ‘Canterbury Quadrangle’, a masterpiece of seventeenth century architecture. The Holmes Building was added in 1794, the North Quadrangle from 1880 onwards, the Dolphin Quadrangle in 1948, the Beehive Building in 1960 and the ‘Sir Thomas White Complex’ in 1975. The Garden Quadrangle was built in 1995 and the newest addition, the Kendrew Quad, was completed in 2010. The College has had a close connection with many famous schools, such as Christ’s Hospital, Merchant Taylor’s School (founded in 1561), and the schools of Tonbridge, Bristol, Reading and Coventry. The College came to prominence in the first half of the seventeenth century under the presidencies of William Laud (1611-21), William Juxon (1621-33) and Richard Baylie (1633-48 and 1660-7). All were devoted to their alma mater. Laud and Juxon became Archbishops of Canterbury and Laud, while serving under Charles I, attempted to enforce strict observance of the Prayer Book, and his consequent struggle with the Puritans led to his impeachment for high treason, and he was beheaded in 1645. Other famous College alumni include: R. Henley, first Earl of Northington, Lord Chancellor James Shirley; A.E. Housman; George, Viscount Cave, Lord Chancellor; Gilbert Murray, O.M.; L.B. Pearson, Canadian Prime Minister; Dean Rusk, U.S. Secretary of State; Kingsley Amis and Sir Tyrone Guthrie.
Running your event at St John’s College With a central location in the heart of Oxford, St. John’s College is easily reached from all parts of the country making us an ideal venue for conferences, courses, seminars and meetings. The facilities are available to book during vacations, mainly during the Easter and summer vacations. Easter Vacation 2018: Sunday 11th March to Saturday 22nd April Summer Vacation 2018: Sunday 17th June – Saturday 29th September The College usually closes down for four days around Easter and for two weeks at the end of August. Please enquire with the Conference Office for confirmed closure dates. This brochure contains information on the available teaching spaces, fresh seasonal menus which have been crafted by our Catering Manager and Head Chef and a selection of wines handpicked by our Steward of Hall. The dedicated team at St John’s are here to make sure your event runs smoothly from start to finish. If you would like to enquire about holding your event with us please do not hesitate to contact us on the details below. We look forward to working with you. The Conference Team Conferences@sjc.ox.ac.uk 01865 277486
Lecture Rooms
There are a range of rooms available at St John’s College, which can facilitate small meetings to large
lectures. We can supply additional equipment such as AV equipment, flipcharts and poster boards
and technical help so you can confidently present to your audience.
Please note all prices in this brochure are exclusive of VAT.
Garden Quad Auditorium £661.00 per day
• Accessible The Auditorium is currently
• Seats up to 180 being refurbished and is due
for completion January 2018.
Garden Quad Reception Room £514.00 per day
• Accessible If this room is booked
• Seats up to 120 for a meal alongside the Auditorium and
and 180 for a standing used for refreshments only
drinks reception there is no additional charge.
• Ideal space for poster
board presentations and
refreshment breaks.
Garden Quad Foyer
• Accessible The Foyer is included with a
• Joins the Auditorium booking for the Auditorium or
and the Reception Room Reception Room.
together
• Ideal space for
registering delegates, small
poster board presentations
or drinks receptions.
New Seminar Room £189.00 per day
• 50 theatre style
• 16 classroom
• 20 boardroom
21 St Giles Seminar Room £170.00 per day
• 18 Boardroom
• 82inch Interactive touch
screen display
North Lecture Room £168.00 per day
• Can be made accessible
• 30 classroom
Larkin £168.00 per day
• Accessible
• 40 threatre style
• 18 classroom
• 20 boardroom
• 40 standing
• Located opposite the
Prestwich
Prestwich £168.00 per day
• Accessible
• 40 threatre style
• 18 classroom
• 20 boardroom
• 40 standing
• Located opposite the Larkin
this room is also ideal for
refreshment breaks
Dolphin Lecture Room £147.00 per day
• 14 boardroom
• Whiteboard
• 40inch HD TV
G4 £68.00 per day
• Accessible
• 12 boardroom
• 82inch Smart board display
• Whiteboard
G5 £68.00 per day
• Accessible
• 12 boardroom
• 75inch Interactive touch
screen display
Rural Economy 1 £50.00 per day
• Accessible
• 12 boardroom
• Whiteboard
Rural Economy 2 £50.00 per day
• Accessible
• 10 - 12 T-Shape
• Whiteboard
The Barn £394.00 per day
• Accessible
• 50 theatre style
• Good for exhibitions and
small drinks receptions
Exhibition Room £210.00 per day
• Used for exhibitions
The Barn and the Exhibition
Room can he hired together for
£525.00 per day
Equipment
The following equipment is available to hire. Please specify at the time of booking if you require
equipment or technical support during your event.
PowerPoint Projector, Screen and Laptop £102.00 per day
Flip chart, with pens and paper £10.00 per chart, per day
Poster Boards £12.00 per board, per day
We have the following sizes and quantities available:
• 100 x 70cm - 8 available
• 120 x 90cm – 25 available
• 148 x 100cm – 2 available
• 90 x 60cm – 5 available
Photocopies £0.40 per A4 sheet, £0.80 per A3 sheet
Printer From £35.00 per day
Technician Hourly Rate £27.00 per hour (between 8am & 4pm)
Technician Day Rate £180.00 per day (between 8am & 4pm)
Technician Out of Hours Rate £37.00 per hour (after 4pm)
Dining at St John’s College
We cater for a variety of formal and informal functions, offering a choice of delicious menus to suit
your needs and fine wines picked from our extensive College cellar.
Dining can take place in a range of attractive settings, from our elegant 16th-century Hall which can
seat up to 140 to the modern Kendrew Café which can cater for up to 60. The Garden Quad
Reception Room can also be used for hot, cold and finger buffets, sandwich lunches as well as formal
lunches and dinners (a room hire fee may apply). The capacity of the Reception Room will depend
on the set up style required.
Our team of talented chefs are happy to cater for dietary requirements and these should be
confirmed a week before the event. It may not be possible to cater for a special diet if adequate
notice is not given. All prices shown are exclusive of VAT.
Canapé and cocktail snacks
Canapés
We recommend six servings per person and you may choose any six from the selection below.
Fish
Cream cheese, with chargrilled prawn and dill jelly
Smoked salmon, lemon flavoured cheese and cucumber mini brioche
Prawn and basil flavoured cheese and tomato brioche
Tuna with mango confit
Vegetarian
Mozzarella and blushed tomatoes with olive tapenade
Fig butter and pistachio
Goat’s cheese and walnut crumb
Fourme d’Ambert blue cheese, fig and pear on walnut bread
Chargrilled asparagus with lemon cream cheese
Meat
Mandarin and prune with smoked duck on white bread
Mozzarella wrapped in parma ham
Smoked chicken with pickled cucumber and mint crème fraîche
Confit of duck, with orange marmalade
£1.35 per canapé
Cocktail snacks and Crudités
Mixed vegetable and potato crisps
Assorted nuts
Mixed olives
Selection of crudités and classic dips
£2.15 per person
Sandwich lunch and afternoon tea
Classic sandwich lunch
Selection of sandwiches and rolls
Vegetable crisps
Fresh fruit platter
Selection of yoghurts
Still and sparkling water
£8.55 per person
Afternoon tea
Selection of sandwiches and freshly made cakes
Fresh coffee served in cafetieres
Fruit teas
Earl Grey
Traditional English breakfast tea
£10.50 per person
Add prosecco for £15.20 per bottle
Finger food
Please choose two from each section or six in total.
Fish
Salmon goujons with tartare sauce
Mini fish cakes
Smoked haddock and chive spring rolls
Smoked salmon tarts
Curried prawn parcels
Meat
Sausage roll
Quails scotch egg
Mini bacon and cheese tarts
Chicken goujons with a sweet chilli dip
Mini lamb kofta with yoghurt dip
Vegetarian
Sweet potato bhaji
Mini vegetable filo parcels with mango chutney
Blushed tomato mini tarts
Quorn rolls
Mini Stilton and apricot quiche
Falafel
The finger buffet will be served with a selection of sandwiches, vegetable and potato crisps and still
and sparkling water
£14.80 per personCold buffet menus
Option one
Selection of bread rolls and butter
Roast salmon
Glazed ham
Stilton and broccoli quiche
Avocado and tomato salad
New potato and tarragon salad
Cucumber, mint and natural yoghurt salad
Mixed baby salad leaves with a herb dressing
Soft fruit platter
Yoghurt selection
Mango panna cotta
Still and sparkling water
£14.85 per person
Option two
Selection of bread rolls and butter
Roast rib of beef
Smoked salmon
Goats cheese and red onion quiche
Mediterranean couscous
Rocket, peach and almond salad
Roast vegetable and pecorino salad
Mixed baby salad leaves with a honey and mustard dressing
Fresh fruit platter
Yoghurt selection
Blueberry brûlée
Still and sparkling water
£15.35 per personTwo course cafeteria style lunch and dinner
A two course cafeteria style lunch can be served in both the Hall and the Kendrew Café between
12:00 and 13:00.
A two course cafeteria style dinner is only available in the Hall and this is served between 18:15 and
18:45.
The dishes served are the chef’s choice and the menus can be made available a week in advance.
Please note that depending on the size of your conference you will have the opportunity to share
these dining area’s with other members of the College. The Conference Assistant will be able to
advise you further on this.
Two course cafeteria style lunch with water - £11.40 per person
Two course cafeteria style dinner with water (available in the Hall only) - £13.35 per person
Hot buffet menu for the Garden Quad Reception Room
Cafeteria style lunches and dinners can also be served in the Garden Quad Reception Room for
up to 120 guests and the menu can be selected from the options below (there may be a room hire
charge).
You may choose a maximum of two main courses and two desserts.
Fish
Pan fried salmon wrapped in pancetta served with crushed herbed new potatoes and roasted baby
vegetables
£14.70 per person
Baked mackerel with a pea risotto, watercress salad with pecorino and tarragon oil
£13.00 per person
Sea trout, with spinach and pine kernels, roast vegetables and sun-dried tomato couscous
£14.15 per person
Smoked salmon and goats cheese pancakes, with dill and tomato chutney
£14.05 per personMeat
Penne with lemon, arugula, and prosciutto and parmesan flakes
£14.15 per person
Roast chicken breast with a bean cassoulet and crusty bread
£10.90 per person
Pan fried calf’s liver, bubble and squeak potato cake, crispy bacon and onion gravy, with rustic
croutons
£14.70 per person
Beef Stroganoff with saffron rice and mixed vegetables
£15.00 per person
Vegetarian
Vegetable moussaka with chargrilled garlic and rosemary flavoured bread, roasted new potatoes,
salad leaves
£12.10 per person
Fusilli with lemon, wild rocket and field mushrooms, with parmesan shaves, pine nuts and a walnut
pesto
£10.00per person
Asparagus, blushed tomato and artichoke filo tarts with roasted aubergine puree, potatoes with herb
butter and watercress
£14.15 per person
Stir fried vegetables with flavoured rice, chargrilled halloumi with salad herbs
£12.10 per person
Desserts
All £5.40 per person
Strawberry panna cotta served with double cream and strawberry compote
Apple and caramel éclair calvados cream with salted caramel
Summer fruits pudding, Chantilly cream
Raspberry Pavlova
Conference Extras
Morning/afternoon tea, coffee and biscuits - £2.80 per head
Morning/afternoon tea and coffee with either pastries or cake - £4.70 per head
Tea and coffee served with lunch - £1.90 per head
Orange juice or sparkling elderflower served with lunch - £1.50 per 250ml bottleFormal three and four course dinner menus
Spring/summer 2018
These menus are available between 1st April and 30th September and are all served with a bread
roll, butter and still and sparkling water.
Menu 1 Menu 2
Blue cheese panna cotta with a pear chutney, Artichoke, avocado and blushed tomato
shallot puree, watercress and caramelised bruschetta served with salad herbs and lemon oil
walnuts ***
***
Poached salmon with broad bean and pea salad Lobster risotto with tarragon and chives
with a lemon beurre blanc ***
***
Guinea fowl served with pickled cucumber, Roast chicken breast with morels, asparagus,
rhubarb compote, potato Anna, baby carrot and broad beans, peas, spring onion and herbed
fried parsley potatoes served with a white wine jus
*** ***
Trio of strawberries Trio of raspberries
Strawberry tart, strawberry Pavlova, strawberry Raspberry parfait, raspberry macaroons,
panna cotta, strawberry syrup and pistachio crumb raspberry cheesecake
3 course: £25.20 per person 3 course: £29.00 per person
4 course: £31.40 per person 4 course: £37.10 per person
Menu 3 Menu 4
Prawn and avocado salad with yuzu mayonnaise Pan fried scallop with a fresh apple salad
*** ***
Crispy sea bream with sizzled ginger, chilli and Spinach and ricotta ravioli with toasted pine nuts,
spring onion Parmesan and coriander oil
*** ***
Crispy aromatic duck leg with stir fried noodles Herb crusted loin of lamb with pea and mint
and vegetables risotto, sautéed field mushrooms; cinnamon
*** infused jus
White chocolate and pistachio blondie with ***
griddled mango and pistachio kulfi Blackberry parfait with praline and fresh
blackberry coulis
3 course: £31.90 per person 3 course: £36.70 per person
4 course: £40.50 per person 4 course: £46.20 per personAutumn/Winter 2018
This menu is available between 1st October and 31st March and are all served with a bread roll,
butter and still and sparkling water.
Menu 1 Menu 2
Shallot and baby plum tomato tart, with grilled Compressed ham hock with homemade pickles,
goat’s cheese, rocket and balsamic syrup mixed leaves and English mustard
*** ***
Whisky gravlax with pickled beets, remoulade and Pan fried scallop, cauliflower purée and beignet
lemon oil with a sweet chilli jam
*** ***
Roast pheasant, with cider and apple sauce, served Roast corn fed chicken breast served with
on creamed potato and watercress; sweet red potato rösti, winter kale, morels and red wine
cabbage, baby carrots. jus
*** ***
Mini apple strudel with Muscat cream, mulled Sticky toffee pudding with caramel bananas and
poached pear and spiced orange Alaska Chantilly cream
3 course: £28.60 per person 3 course: £30.20 per person
4 course: £35.35 per person 4 course: £39.50 per person
Menu 3 Menu 4
Smoked duck, orange and baby beetroot salad Roast parsnip soup with truffle and thyme oil and
with a pea foam turnip crisps
*** ***
Mackerel fillet served with roast carrot and goats’ Pan roasted halibut with baby fennel, dill rösti and
cheese tart, walnut pesto and parsnip jam a lemon beurre blanc
*** ***
Pan roasted fillet steak with baby vegetables, Roast fillet of venison, mini venison suet
chateau potatoes, Yorkshire pudding and a red pudding, peppered swede puree and stout jus
wine jus ***
*** Baked chocolate and plum pudding with a warm
Roast figswith vanilla ice cream and mulled wine damson gin and chocolate sauce
syrup
3 course: £42.25 per person 3 course: £40.85 per person
4 course: £51.40 per person 4 course: £55.55 per personVegetarian dishes
First course
Courgette wraps with a kale pesto
£4.85 per person
Avocado and heirloom tomato toast with balsamic drizzle, topped with basil and sea salt
£4.50 per person
White wine poached heritage beetroot, horseradish crème fraîche, with a wild mushroom puree
£4.65 per person
Second course
Camembert, fig and onion tart, onion puree, glazed fig and salad herbs
£6.55 per person
Asparagus, crispy pheasant egg, hollandaise sauce, chard and Thai basil
£6.65 per person
Ash goat’s cheese, broccoli and quince terrine
£6.30 per person
Main course
Roasted red pepper polenta with a red pepper puree, green beans and soy foam
£13.80 per person
Butternut squash ravioli with crème fraîche gorgonzola and almond brown butter
£14.10 per person
Wild mushroom and cheese fritters with escalivada
£13.95 per person
Extras
Coffee with chocolates and soft fruit - £2.75 per person
Cheese course - £6.45 per personWine list
All prices shown are exclusive of VAT.
Champagne, Sparkling and pre-dinner drinks Red from South American
Fresita Sparkling Strawberry £15.00 2016 Trivento Malbec £11.80
St John’s College Premier Cru, Brut £35.40 2013 Carmen Reserve Cabernet Sauvignon £13.35
Prosecco, Botler £15.20
St John’s College Cava £15.90 Claret
Pimm’s (Per bottle) £29.25
2008 Vieux Château Gaubert Rouge £23.15
Alsace 2009 Château La Gorce £16.00
2009 Château Beaumont £18.65
2014 Gewürztraminer, Ehrhart £19.60 2009 Château Greysac £17.90
2009 Château Méaume £12.60
White Australia 2011 St John’s College Claret £16.00
St John’s College Rouge £11.30
2014 Robert Oakley Chardonnay £15.90
Reds from Australia and South Africa
White Bordeaux
Backsberg Pinotage £15.05
2008 St John’s College Sauvignon Blanc £14.25 2008 Bull Trader, Coonawarra Cabernet £26.05
2012 Château Bel-Air, Bordeaux Blanc £14.85
Red Burgundy
White Burgundy
2012 Côtes de Beaune Villages, Corc £23.70
St John’s College Blanc £11.30 2013 Bourgogne Pinot Noir, Prieur £14.85
2014 Mâcon-Village, Perelles £16.85 2011 Bourgogne Pinot Noir Girardin £20.20
2013 Bourgogne Chardonnay, Prieur £12.30
Reds from Italy, Spain and Portugal
English
2008 Rioja, Heredad, Crinaza, Magnum £33.90
2014 Oxford Dry, Bothy Vineyard £16.00 2012 Viña Zaco Rioja £15.65
2006 Ramon Bilbao Rioja Grand Reserve £22.40
Germany Moselle
Red Rhone and South
2010 Dr Loosen Ürziger Würzgarten £19.50
2012 Côtes du Rhône, St Cosme £15.15
2013 Côtes du Rhône Village Les Bar £15.10
2015 Le Tuffeau Merlot £12.85Loire After Dinner Drinks
2013 Sancerre Le Manoir £18.80 Baileys Irish Cream £29.25
Cognac £34.50
White Rhone and South
Port
2015 Le Tuffeau Savignon Blanc £13.60
2013 Côtes du Rhône Blanc Guigal £18.35 St John’s College Old Wood Port £16.10
2014 Côtes du Luberon Perrin £13.00 2008 Graham LBV £20.40
St John’s College LBV £22.70
Dessert Wine
Sherry
2009 Coteaux du layon, Vieille Vignes £19.45
2012 Les Carmes de Rieussec £31.75 St John’s Amontillado £17.60
2006 Château La Clotte Sauternes £36.15Accommodation at St John’s College All rooms are comfortably furnished and have heating. Most have washbasins and hot and cold running water with adequate bathrooms and toilets near to all rooms, except in Kendrew Quad where all rooms are en suite. Towels, bed linen (duvets) and coat hangers are supplied and rooms are serviced daily, except at weekends. Complimentary toiletries and tea and coffee making facilities are available in each room. There are no double rooms but upon request we can put couples in rooms close together or make up a limited number of twin rooms. Ground floor accommodation is limited but we will try our best to accommodate any special requests if they are specified beforehand. Please note the College does not provide an early morning call system or a concierge service. Upon arrival bedroom keys are collected from the Main Porters Lodge, which is open 24 hours a day, 365 days of the year, a key card will also be issued which allows 24 hour access onto the College premises through various gates. Check-in is from 14:00 unless agreed differently with the Conference Assistant. Rooms should be vacated by 10am on the day of departure and all keys and cards should be returned to the Porters Lodge. Failure to return keys/cards causes great inconvenience to the College and each missing key will be charged to the conference at £10 per key. Storage facilities for luggage can be arranged with the Conference Assistant before the start of the conference. All room rates include breakfast, which is a self-service buffet served in the Hall at the following times: Monday to Saturday: 8:20am to 9:00am Sunday: 9:00am to 9:40am Prices Single en suite B&B: £70.00 per person, per night Standard Single B&B (shared bathroom): £52.50 per person, per night Twin B&B (shared bathroom): £102.50, per room, per night Please note that babies and children under the age of 16 years cannot be accepted. Anyone aged between 16 and 18 should be adequately supervised by an adult. Animals are not allowed into the College, with the exception of service dogs. Final accommodation requirements, containing delegate names in alphabetical order and type of room required, should be supplied no later than 14 days prior to the start of the event and should be presented on the accommodation template supplied by the Conference Assistant.
The College Bar The College Bar is located in the heart of the College and offers draught beer, seasonal cocktails, wines and spirits, in a welcoming and relaxed atmosphere. The Bar is open Monday to Saturday from 18:00 to 23:00. If you wish to make use of the Bar during your conference please email the Bar Manager at yannick.joseph@sjc.ox.ac.uk. Important Information Car Parking There is no parking available on site at St John’s College but it may be possible to arrange parking for short periods for organisers to drop off materials. If this is required please inform the Conference Assistant along with the name of the driver, registration number and an estimated arrival and departure time. There are public car parks in the vicinity and short term parking is available outside the College on St Giles Street which is free for Blue Badge holders. For information on all parking in and around Oxford please visit http://www.oxford.gov.uk. For overnight stays there are two feasible options. The first is the underground carpark at Gloucester Green, which is in Central Oxford and just a few minutes’ walk from St John’s College. Further information on opening times, charges and ways to pay can be found here https://www.oxford.gov.uk/info/20012/parking_and_travel. The second option is to use one of the five Park and Ride services around Oxford. For further information on opening times, parking time restrictions and costs please visit https://www.oxfordshire.gov.uk/cms/content/park-and-ride-locations. Alternatively you can call the Public Transport office on 01865 792422. Taxis Hackney carriages are available at taxi ranks around Oxford, including the bus station at Gloucester Green, the train station and on St Giles. Please note that these are the only vehicles licensed by the Council that can legally stand and ply for hire in Oxford. Any other vehicle you hail may be dangerous and uninsured for public hire. However the Council also license a number of private hire vehicles in the city but these should not be hailed in the street but can be pre-booked. For a full list with contact details please refer to www.oxford.gov.uk.
Security Windows should be closed and rooms locked at all times, especially if the room is vacant. Upon departure the room should be left locked. Please note that the College accepts no liability for any loss, damage or injury to visitors or their property, howsoever caused, during their stay in College. Appropriate insurance cover should be obtained. Smoking In accordance with government legislation, all buildings and enclosed spaces in St. John’s College are non-smoking. Appropriate ‘No-smoking’ notices are displayed, in accordance with the legislation. There are two sheltered designated areas which can be found: • In the Dolphin Quad (East Side Cloisters) • In Middleton Hall Garden (Smoking Shelter). These areas have been identified on the map at the back of this brochure. The following are designated unsheltered areas, where labelled bins are provided: • Middle Common Room • Thomas White Quad • Canterbury Quad (Near the Law Library) • Garden Quadrangle • Kendrew Quadrangle. Please note that smoking is not permitted in the seating area outside the Bar. Emergencies Please contact the Duty Porter on 01865 277300 to report any emergencies. The Lodge is staffed 24 hours a day. Internet Wi-Fi is available in most areas of the College. Wireless connection is available for all delegates on request by organisers in advance. An Excel spreadsheet in alphabetical order of surnames and first names is required from the organisers 7 days in advance so that passwords can be arranged. Current members of Oxford University should not be included in this list, as they can use their own credentials for access through EduRoam. Mail With sufficient notice conference organisers can arrange to have materials delivered to St John’s College the day before the start of the event. Deliveries should be addressed to ‘The Conference Assistant at St John’s College’ followed by the event name and posted to; St John’s College, St Giles, Oxford, OX1 3JP. Outgoing mail may be posted in the post box at the Main Lodge which is collected daily (all mail should show postage paid, by either using a suitable stamp or a freepost envelope). It is the conference organisers’ responsibility to transport any materials around College, a College trolley can be used if needed. Unfortunately St John’s is unable to store any materials and everything should be taken away on the last day of the conference.
Travel, Tourism & Leisure Travel With a central location in the heart of Oxford, St. John’s College is easily reached from all parts of the country. Rail There are frequent trains from Oxford to London (Paddington), Marble Arch and a new service to London Marylebone from Oxford Parkway. There are also direct services to Birmingham, the Midlands, Manchester and the West Country. The train station is centrally located 0.5 miles from the city centre, northwest of Frideswide Square. For further information on station facilities and train times please visit www.thetrainline.com. Road Road access to Oxford is good with access from London via the M40 and from the West via the M4 and from the North via the A34 and A43. Air There is a regular coach service between London Heathrow, Gatwick and Birmingham Airports. Further information on times and prices can be found at www.oxfordbus.co.uk. Tourism There are many attractions right on the doorstep of St. Johns College. The University of Oxford is one of Europe’s foremost and oldest centres of learning. Visitors will find many attractions with 38 College’s and six Permanent Private Halls, ranging from 50 to 750 years in age, many of which are open to tourists. Other notable attractions within walking distance of St. John’s College consist of the University of Oxford Botanic Garden, Ashmolean Museum, Museum of Natural History, University Church of St Mary the Virgin and various walking tours. If you prefer to venture a little further, then Blenheim Palace, Cotswold Wildlife Park and Bicester Village are all within easy reach from Oxford city centre. Further information on all of these attractions (and much more) can be found at www.experienceoxfordshire.org. The local Tourist Information can be found at 15-16 Broad Street or they can be contacted on 01865 686430 or info@experienceoxfordshire.org
Leisure Oxford has lots to offer in the way of leisure activities. There is an excellent shopping centre, restaurants to cater for all tastes, an ice rink, theatres and cinemas and many river activities. If you are feeling adventurous why not hire a bike to see the city at a faster pace, go punting along the river or relax in one of the local health centres. Further information on all these activities (and more) can be found at www.oxfordcityguide.com. Making your booking To make an initial enquiry please contact the Conference Assistant at conferences@sjc.ox.ac.uk or call +44 (0) 1865 277486. You may wish to arrange a time to come and view the facilities before you make your booking. Before a provisional booking can me made you will be asked to supply the following details about your event in writing: • A name, address and telephone number for the initial deposit and final invoice • The name of the organiser(s) along with a valid email address and telephone number • The dates of the event • An approximate number attending • Which lecture rooms are required and what equipment is required • An outline of any catering and refreshments which are required for each day • An indication of how many bedrooms are required per night. Subject to availability a quote can then be issued along with a Booking Contract. The function will not become a confirmed booking until a signed Booking Contract has been returned and a non-refundable deposit has been received. Please refer to section 5 of the Booking Contract which can be found at the back of this brochure for the percentage of deposit which needs to be paid in relation to your event. As part of the Prevent Duty (the duty in the Counter-Terrorism and Security Act 2015) you will also be asked to supply the name of all speakers and the titles of their talks. This information should be supplied along with the Booking Contract before the start of the event. Delegate numbers, accommodation requests and catering requirements should be received no later than 14 days prior to the first day of the event. Please refer to sections 4, 10 and 11 of the Terms and Conditions which can be found at the back of this brochure. Prices All prices shown in this brochure are exclusive of VAT. The current VAT rate in the UK is 20%. You will receive an invoice within twenty-eight (28) days from the last day of the event, which will show the total quote and any additional charges, less amounts paid in the form of deposit(s). All invoices should be paid within twenty-eight (28) days of its date. For further information please refer to sections 7, 8, 9, 10, 11 and 12 of the Booking Contract.
Sheltered
smoking area
Sheltered
smoking areaTerms and Conditions for Conferences and External Events
RESPONSIBLE COMMITTEE: Domestic Committee
RESPONSIBLE OFFICER: Domestic Bursar
LINKED DOCUMENTS: College: Booking of Conferences and External Events Policy;
Freedom of Speech Policy; Booking Contract for Conferences and External Events.
LINKED DOCUMENTS: Other: n/a
Annual Review date: First meeting of Hilary Term
POLICY HISTORY
Date of Brief summary of Confirmation that College policy
GB changes linked documents have register
approval updated if necessary updated
21 June Generation of terms and na Yes (Sandra
2016 conditions Campbell)
8 March
th Page 5, No 9, age of na Yes (Sandra
2017 individuals allowed to use Campbell)
independent
accommodation changed
from at least eighteen years
to at least sixteen years.
Policy reviewed by
Committee
1 Last revised: 8 March 2017
Terms and Conditions for Conferences
and External EventsAgreement for Events and Other Services
CONTRACT
1. The booking contract (“the Contract”) (together with the schedule attached to it
(“the Schedule”)) signed by you (“the Client”) comprises the contract between
us (St John’s College) and you. This Agreement for Events and Other Services is
incorporated into the Contract. Under the Contract we will provide you with the
Services (as specified in the Schedule) and any other facilities in relation to your
Event (being the event intended to take place on the date(s) specified in the
Schedule).
2. You agree to pay the charges specified in the Schedule for the Services (“the
Quote”) and any other charges for any facilities we agree to provide to you in
addition to the Services (“Additional Charges”).
3. In order to (i) manage and mitigate the risks around the booking of College
space, (ii) balance its legal duties in terms of ensuring freedom of speech and
academic freedom, and (iii) protect student and staff welfare, the College will
assess and rate risks associated with events booked by external organisations,
groups or individuals, as advised by UK Universities and by the Charity
Commission.
DELEGATE NUMBERS
4. We will not unreasonably refuse to accept a written request from you to increase
the number of individuals who attend or who are booked to attend the Event
(“Delegates”) from that specified in the Booking Contract, subject to:
(a) the availability of accommodation and staff;
(b) such request being made not later than 14 days prior to the date of the first
day of the Event; and
(c) payment by you of an additional non-refundable deposit per additional
Delegate of 40% of the Daily Rate (being the charge per Delegate per day for
the Services, as specified in the Booking Contract).
5. You may give notice to us of a reduction in the number of Delegates in
accordance with the provisions of Clause 11. After our receipt of that notice we
shall be obliged to provide the Services only in respect of the reduced number of
Delegates.
PAYMENT
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Terms and Conditions for Conferences
and External Events6. You agree to make all payments in UK pounds sterling by bank transfer to such
bank account as we may from time to time notify to you in writing.
YOUR RESPONSIBILITIES
7. You undertake:
(a) to provide us with satisfactory references on request;
(b) to ensure that your representative for the Event (“the Representative”) is
resident (or present in the case of a non-residential Event) at the premises
supplied or made available by us for the Event (“the Premises”) throughout
the Event;
(c) to be responsible for the good behaviour of Delegates and to compensate us
fully for any damage done by you or any Delegate to the Premises, furniture
or other property belonging to us or any other person;
(d) at least fourteen days prior to the date (or first day) of the Event, to provide
us with:
(i) a typed or printed list of the names of all Delegates in alphabetical
order showing any special accommodation or dietary requirements,
requests for adjacent rooms, arrival and departure dates and any
other information we need to be aware of to provide an effective
service to you;
(ii) a separate typed or printed notice of the number of Delegates
requiring meals, including the number of Delegates requiring a
special diet (otherwise it shall be your responsibility to make any
special dietary arrangements);
(iii) final drafts of programmes of the Event to permit amendments to be
suggested. You must only quote meal commencement times that are
agreed between you and us; and
(iv) the full name of and mobile telephone contact details for the
Representative, at which the Representative shall be contactable for
the duration of the Event;
(e) to accept that should any of the information supplied in clause 7(d) above
conflict with details contained in the Booking Contract, we will try to meet
your revised requirements (subject to Additional Charges), but will be under
no obligation to do so;
(f) not to undertake any activity that may be liable to bring us or the University
of Oxford (“the University”) into disrepute.
3 Last revised: 8 March 2017
Terms and Conditions for Conferences
and External Events(g) not to (nor to allow the Delegates to) affix anything to, attach or otherwise
decorate any part or the whole of the Premises without our prior written
approval;
(h) to comply (and to ensure that Delegates comply) with:
(i) all applicable licensing, statutory health and safety requirements
and other laws and regulations;
(ii) the terms of our Public Entertainment Licence;
(iii) the operational conditions detailed in the Booking Contract; and
(iv) the University Code of Practice on Freedom of Speech;
(i) to treat (and to procure that Delegates treat) the Premises and/or the
facilities supplied by us with care and respect for the privacy of our residents
and not to try to gain access to unauthorised areas;
(j) not to (and not to allow Delegates to) behave in a manner which puts others
at risk or causes nuisance or annoyance;
(k) not to publish any promotional material in connection with the Event by any
medium without our prior written consent;
(l) not to give or permit any exhibition, demonstration or performance of
hypnotism at the Event;
(m) to obtain suitable insurance with a reputable insurance company providing
an adequate level of cover in respect of all risks which may be incurred by
you in relation to the Event, including:
(i) employer’s liability insurance; and
(ii) public liability insurance with a minimum limit of £5 million,
and to provide evidence of that insurance to us on request;
(n) at the end of the Event, to remove all your property from the Premises and
leave the Premises in a similar condition to that in which it was provided;
and
(o) to notify us in advance of the involvement in or attendance at the Event of
any press, TV, Film, radio and/or other media organisations, in respect of
which our prior written permission is required and Additional Charges will
apply, to be negotiated between you and us.
8. We reserve the right at any time to exclude from the Event and the Premises any
Delegate whose behaviour is, in our reasonable opinion, an unacceptable
4 Last revised: 8 March 2017
Terms and Conditions for Conferences
and External Eventsnuisance or annoyance to other Delegates or to others on our premises. There
will be no refund or reduction in the Quote or Additional Charges in relation to
any such exclusion.
9. The following provisions will apply unless we agree otherwise in writing with
you:
(a) Accommodation, whether standard or en suite, is usually provided in single
study/bedrooms.
(b) Bedrooms will be allocated by us and no independent accommodation will be
provided for persons under the age of sixteen.
(c) Bedrooms are not available before 14.00 on the first day of a residential
event and must be vacated by 10.00 on the last day. Luggage may be left, at
the owner's risk, in an area designated by us.
(d) All meals will be provided at the Premises. Most dietary requirements can be
catered for but are not guaranteed. No food or drink other than that
provided by us may be consumed on the Premises. Delegates must attend
meals within fifteen minutes of the agreed commencement time.
TERMINATION
10. Without limiting our other rights or remedies, we may terminate this Contract
with immediate effect by written notice to you if:
(a) we reasonably believe it is necessary to do so for reasons outside of our
control (including without limitation your insolvency or bankruptcy);
(b) you fail to pay any amount due to us in accordance with the timetable set out
in the Booking Contract;
(c) you commit any breach of the provisions of this Contract.
11. Subject to the provisions of the Contract, you may terminate this Contract or
reduce the number of Delegates at any time prior to the Event by giving written
notice to us.
REPRESENTATION
12. You undertake:
(a) not to make use of our name, logos, crest, coat of arms or insignia or those of
the University except with written consent;
(b) not to hold yourself out as part of or an agent or representative of either us
or the University;
5 Last revised: 8 March 2017
Terms and Conditions for Conferences
and External Events(c) to ensure that all electronic and written materials connected with or
referring to the Event (including online materials) carry the following
legend, with the same typeface as the bulk of the surrounding material:
“[Client/Name of Organisation] is an organisation which contracts with St
John’s College for the use of facilities, but which has no formal connection
with The University of Oxford.”
13. The Client shall not use any photographs, film or video footage taken by the
Client during their Event, in any advertising or publicity or for any commercial
purpose without the prior written consent of St John’s College, which consent
may be given or withheld at the College’s sole discretion. If such consent is given,
or if the Client uses any image (their own or otherwise) of the College in any
material, print or online, the material must be approved by the College prior to
circulation / publication.
14. The parties to this Contract intend that the University will be able to enforce
clauses 12-14 as if the University were a party to it, pursuant to the Contracts
(Rights of Third Parties) Act 1999.
INDEMNITY
15. You shall indemnify us and the University against all liabilities, costs, expenses,
damages and losses (including but not limited to any direct, indirect or
consequential losses including legal costs and other reasonable professional
costs and expenses) suffered or incurred by us arising out of or in connection
with:
16. any breach by you of any term of this Contract;
17. the acts or omissions of you or any Delegate;
18. loss of or damage to property owned or hired by you, your representatives or
Delegates;
19. any claim made against us for actual or alleged infringement of a third party's
intellectual property rights arising out of or in connection with the Event;
20. the use of our or the University’s IT and network facilities by persons who gain
access to those facilities as a result of your or any of the Delegates’ acts or
omissions; and
21. any claim made against us in relation to our termination of this Contract in
accordance with clause 10.
LIMITATION OF LIABILITY
22. Nothing in this Contract excludes or limits our liability for any matter for which it
would be illegal for us to exclude or attempt to exclude our liability.
6 Last revised: 8 March 2017
Terms and Conditions for Conferences
and External Events23. Subject to clause 22:
(a) our total aggregate liability in contract, tort (including negligence or breach
of statutory duty), misrepresentation, restitution or otherwise, arising in
connection with the performance or contemplated performance of this
Contract shall be limited to the amount paid by you to us under this Contract;
and
(b) we shall not be liable to you for:
(i) indirect or consequential damages or losses;
(ii) any loss of profits, loss of revenue, loss of data, loss of contracts or
opportunity (in each case whether direct or indirect) which arise out
of or in connection with this Contract;
(iii) loss of or damage to property owned or hired by you, your
representatives or Delegates;
(iv) any non-performance or delay in performance of this Contract which
is wholly or partially attributable to the acts or omissions of you, any
Delegate or a third party not connected with the provision of the
Services.
24. We will not be deemed to be in breach of this Contract or otherwise be liable to
you for non-performance or delay in performance arising out of circumstances
beyond our control.
GENERAL
25. All communications between you and us about this Contract shall be in writing
and delivered by hand, sent by pre-paid first class post or sent by email to the
address given by each of us in the Booking Contract or to such other address or
by such other means as shall be notified by each of us to the other.
26. You may not assign or otherwise dispose of any of your rights or obligations
under this Contract.
27. No variation to this Contract shall be binding unless agreed in writing between
you and us.
28. Any waiver by us of any breach of any provision of this Contract by you must be
in writing and shall not be deemed a waiver of any subsequent or other breach.
29. Except as stated in Clause 13, nothing in this Contract confers any benefit or any
right to enforce any terms of this Contract on any third party.
7 Last revised: 8 March 2017
Terms and Conditions for Conferences
and External Events30. If any provision or part provision of this Contract is found by any court, tribunal
or administrative body of competent jurisdiction to be wholly or partly illegal,
invalid, void, voidable, or unenforceable it shall be deemed severable and the
remaining provisions of this Contract and the remainder of such provision shall
continue in full force and effect.
31. This Contract and any connected claims (including non-contractual disputes or
claims) shall be governed by and construed in accordance with English law, and
subject to the exclusive jurisdiction of the English courts.
8 Last revised: 8 March 2017
Terms and Conditions for Conferences
and External EventsBooking Contract for Conferences and External Events
RESPONSIBLE COMMITTEE: Domestic Committee
RESPONSIBLE OFFICER: Domestic Bursar
LINKED DOCUMENTS: College: Booking of Conferences and External Events Policy;
Terms and Conditions for Conferences and External Events.
LINKED DOCUMENTS: Other: n/a
Annual Review date: First meeting of Hilary Term
PROCEDURE HISTORY
Date of Brief summary of Confirmation that College policy
GB approval changes linked documents have register updated
updated if necessary
21st June Generation of Procedure na Yes (Sandra
2016 Campbell)
8 March
th Policy reviewed by na Yes (Sandra
2017 Committee Campbell)
1 Last revised: 8 March 2017
Procedure: Booking Contract for Conferences
and External EventsFORMATION OF AGREEMENT
1. This document provides the basic details of the legally binding agreement
between us, Saint John Baptist College, Oxford, and you (the “Agreement”).
2. The Agreement comprises this Booking Contract (including its “Schedule”)
(the “Booking Contract”) and our Standard Terms for Event Services, a copy
of which is annexed to the Booking Contract (the “Standard Terms”).
3. Capitalised words and phrases in in this Booking Contract have the meanings
set out in the Standard Terms unless otherwise provided. In the event of
conflict between this Booking Contract and the Standard Terms, this Booking
Contract shall prevail.
4. The Agreement will come into force on the day we receive this Booking
Contract signed on your behalf. However, until we have received the deposit set
out in clause 5 below, we will not reserve nor be obliged to provide any part of
the Services. In return for your paying the charges set out in the Schedule (the
“Quote”) and any Additional Charges, and subject to the terms of the
Agreement, we will provide you with the services described in the Schedule
(the “Services”). We will provide the Services materially in accordance with
the Schedule and on the date(s) specified in the Schedule.
DEPOSIT
5. You must return the signed Booking Contract to us accompanied by a non-
refundable deposit:
(a) of 25% of the Quote if the Services relate only to the provision of a non-
residential meeting room; or
(b) of 40% of the Quote in relation to any other Services, provided that if
you enter into the Agreement more than three (3) months prior to the
start date of the relevant Event you are only obliged to pay a deposit of
10% of the Quote immediately and may pay the remaining 30% of the
Quote no later than three (3) months prior to the start date of the Event.
REDUCTIONS IN NUMBERS
6. The Schedule will specify a minimum number of Delegates on which the Quote
is based. Unless otherwise agreed with us in writing, you will be liable to pay
the charges set out in the Quote for that minimum number of Delegates even if
the number of Delegates actually attending the Event or using the Services is
reduced to fewer than that minimum number. Should the number of Delegates
be increased, this number will replace the minimum number of Delegates.
2 Last revised: 8 March 2017
Procedure: Booking Contract for Conferences
and External EventsFINAL ACCOUNT
7. We will endeavour to submit a final invoice to you within twenty-eight (28)
days after the end of the Event for the total of the Quote and any Additional
Charges, less amounts paid in the form of deposit(s). We will apply Additional
Charges:
(a) where the number of Delegates who attend the Event exceeds the
number specified in the Schedule, in which case there will be an
Additional Charge at the Daily Rate for each additional Delegate; and
(b) where we provide you with services additional to, or different from,
those specified in Schedule, in which case we will agree with you in
writing an Additional Charge for those services,
and you will pay the final invoice within twenty-eight (28) days of its date.
8. In the Agreement the “Daily Rate” is the charge per Delegate per day for the
Services, as specified in the Schedule.
9. We will not provide accounts to or in relation to individual Delegates.
10. All charges are quoted exclusive of VAT, which, where applicable, will be
charged to you in addition.
11. Unless we agree otherwise in writing, you will remain liable for all charges in
the Quote even if you notify us of any reduction in Delegate numbers, whether
before or after the Event.
12. We may acting reasonably vary any prices comprised in the Quote by written
notice to you with immediate effect in order to account for any changes in our
underlying cost of supply (such as third party supplier charges).
Signed for you and on your behalf …………………………………………
Name (please print) …………………………………………
Name of company/business/organisation …………………………………………
Address …………………………………………
…………………………………………
…………………………………………
Position/Title …………………………………………
3 Last revised: 8 March 2017
Procedure: Booking Contract for Conferences
and External EventsDate …………………………………………
Signed for and on behalf of us …………………………………………
Name (please print) CORINNA DAHNKE
Address St Giles
Oxford
OX1 3JP
Position/Title Domestic and Conference Manager
Date …………………………………………
4 Last revised: 8 March 2017
Procedure: Booking Contract for Conferences
and External EventsSCHEDULE OF SERVICES
13. Include here:
• Event Description and Date(s)
• Description of Services
• Quote
• Number of Delegates
• Minimum Number of Delegates
• Daily Rate
• Bedrooms, Meeting Rooms, AV/IT, Meals, Special Arrangements
• Operational Conditions
• Name and Address of University Department Contact
• Name and address of hirer contact
5 Last revised: 8 March 2017
Procedure: Booking Contract for Conferences
and External EventsYou can also read
