Are you looking for a venue for your next party or project?
Find out how to book Café Kopfbau for your event here.
Are you looking for a location for your next event?
In addition to our own events, we also offer you the opportunity to use the Kopfbau with the red and blue salon in Building B (on the WH campus) for your own events. Here we explain how you can book the room and what you need to bear in mind:
1) Before you begin
The rooms of Café Kopfbau, often simply referred to as “Kopfbau”, are located on the second floor of Building B on the Wilhelminenhof campus. There are two salons: the Red Salon (left) and the Blue Salon (right).
Before we explain the booking procedure for the Kopfbau, we would like to point out that, for structural reasons, a maximum of 50 people are allowed in all rooms of the Kopfbau combined. The following applies: Red Salon (left) max. 50 people and Blue Salon (right) max. 35 people (do not add these two numbers together; the maximum is 50 people in total for the entire Kopfbau).
If there is a risk that more than 50 people will attend your event, you will need a concept for admission control. If you are planning an event with more than 50 people, we at AStA regret to inform you that we cannot accommodate you as we do not have suitable rooms available. In this case, we refer you to the HTW event support team. In all other cases, please continue reading.
2) Take deadlines into account
Each booking must be reviewed and processed individually by us. The porters also want to be informed in good time, and sometimes it is necessary for us to consult with other people before we can send out a booking confirmation. In addition, all of us at AStA are students ourselves and therefore only work on a voluntary basis. For this reason, we can only process new bookings according to our personal availability. Accordingly, allowing sufficient time is an important factor for your event. We therefore hope that you are not too pressed for time.
The following deadlines prior to the planned event date must therefore be observed:
- Last chance to submit your booking: 5 days
- Support from the Technical Commission: 2 weeks for small events, 3 weeks for large events
- Financial support: Ideally last year, so the earlier the better (the same applies to the other deadlines, by the way)
3) Check the availability of the Kopfbau
At the bottom of this page, you will find the Kopfbau event calendar. The exact dates are anonymized for public viewing, but you can at least see on which days and for which periods the Kopfbau has been booked. We recommend that you do this first so that you know whether your event can take place as planned. Please note that it is NOT possible to hold more than one event at the same time! If the Kopfbau has already been reserved for the desired time slot, your event can NOT take place there.
It should also be noted that bookings are currently entered into the calendar manually by us. It is therefore possible that some bookings may not yet be listed in the calendar. Priority is always given to the booking that we receive first in chronological order—it is therefore advisable to plan ahead.
4) Fill out the rental agreement
Next, you will need the HTW loan agreement. To help you understand how to fill it out, download the loan agreement by clicking on the following button:
The rental agreement must be completed and signed by two people. It is a prerequisite that both of you are enrolled at HTW and are on site during the event. In addition, both of your cell phone numbers are required so that the gatekeepers can reach you at any time if they have questions or problems, for example. Please read the rental agreement thoroughly, as it is a legally binding contract.
If you agree to the terms and conditions of the rental agreement, please fill it out in the lower half of the second page under “Information from the applicant/organizer about the event:” as follows:
- Give your event a meaningful “event title.”
- Enter the “event date.” If it goes past midnight, also enter the following day.
- The first person enters their full first and last name and student ID number under “Responsible person of the applicant/organizer.”
- Enter the first person’s cell phone number under “Phone.”
- Then the second person enters their full first and last name, student ID number, and cell phone number under “Contact person for the organizer during the event on site.” Please ignore the checkbox “as above or:”.
- In order for the rental agreement to be legally valid and for the rooms to be booked for you, you must enter the current date and both sign the agreement.
5) Send email
Now attach the completed and signed rental agreement to an email and answer the following questions:
- On what date and for what period (including preparation and follow-up) do you need the Kopfbau?
- What is the purpose of renting the Kopfbau?
- Which salon do you need or do you need both?
- Is your event public or private?
- How many participants are planned and are you planning to control admission, and if so, how do you plan to implement this? (max. 50 people as described above)
- We would also appreciate further information such as:
What exactly is planned? How are you organizing yourselves?
Your finished email will then contain:
- The questions you have just answered
- A statement that you will leave the rooms clean at the end of your event
- Confirmation that you have read everything on this page (including the following points)
- The completed and signed rental agreement in the appendix
Then send this email from your HTW email address to asta-kultur@students-htw.de.
You should receive a booking confirmation or rejection within the next 5 days. If you have received a confirmation, your event should now also be listed in the Café Kopfbau calendar. Please take note of all the formalities described on this page, otherwise your booking may be rejected.
6) End of event and further information
At the end of your event, the premises must be left clean and in their original condition. Please bear in mind that the next event may take place immediately afterwards. Therefore, allow sufficient time to complete the cleaning. You must bring your own cleaning utensils and equipment.
The Café Wilhelminchen team can be contacted for cooperation ideas (wilhelminchen@students-htw.de). If access to the counter is required, this must be discussed with Café Wilhelminchen in advance. The key to the counter is always issued at the sole responsibility of the person authorized to hold the key. Therefore, there is no general right of access, which is why access may be denied without giving reasons.
If you need technical assistance, please send a request to the technical committee.
There is no charge for booking this room. If you need financial support for your event, please contact your department first. If you do not receive (sufficient) support there, please contact AStA Finances (asta-finanzen@students-htw.de) for advice on how to proceed.
Please note that it is not possible to lock the rooms during your event, as the premises are generally available to all students. Therefore, bookings can only be made for a maximum of 24 hours – including set-up and dismantling as well as complete restoration of the premises. Bookings for longer periods require a resolution by the AStA. The relevant agenda item (TOP) can be submitted by sending an informal email to asta@students-htw.de. You can find the date of the next meeting on our main page.
The AStA does not have suitable facilities for storing valuable items. If this is necessary for your event, the HTW event support team may be able to assist you.
If you are not yet familiar with the premises and the available inventory, we recommend that you visit them outside of booked events (see event calendar below) and get your own overview—for example, to check whether there are enough tables and seating available. If you need additional inventory, the HTW event support team can also assist you with this if necessary.
If you have any further questions about the booking process, please send us an email at asta-kultur@students-htw.de.
We wish you a wonderful and successful event.
