Are you looking for a room 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 Campus WH) for your own events. We explain here how you can book the room and what you need to bear in mind:
1) Before we begin
The rooms of Café Kopfbau, often simply called “Kopfbau”, are located on the 2nd 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 figures together, the maximum total is 50 people for the entire Kopfbau).
If there is a risk that more than 50 people will attend your event, you will need an admission control concept. If you are planning an event with more than 50 people, we at the AStA will unfortunately have to disappoint you as we cannot offer you suitable rooms. In this case, we refer you to the event support of the HTW. In all other cases, please read on.
2) Take deadlines into account
Each booking must be viewed and processed individually by us. The gatekeepers also want to be informed in good time beforehand and sometimes it is also necessary for us to consult with other people before we can send out a booking confirmation. In addition, we in the AStA are all students ourselves and therefore only work on a voluntary basis and can therefore only process new bookings according to personal availability. Accordingly, allowing sufficient time is an important factor for your event. We therefore hope that you are not too short of time.
The following deadlines before the planned event date must therefore be observed:
- Last chance to submit your booking: 5 days
- Support from the technical committee: 2 weeks for small events, 3 weeks for large events
- Financial support: preferably last year, so the earlier the better (for the other deadlines too, by the way)
3) Check the availability of the Kopfbau
At the bottom of this page you will find the Kopfbau’s calendar of events. The exact dates are anonymized for public viewing, but you can at least see for which days and 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. Incidentally, more than one event at the same time is NOT possible! So if the Kopfbau has already been reserved for the desired period, your event unfortunately cannot take place there.
Please also note that we are currently entering bookings into the calendar manually. It is therefore possible that some bookings are not yet in the calendar. Priority is always given to the first booking we receive in chronological order – it definitely makes sense to plan early.
4) Fill out the loan agreement
Next, you will need the HTW loan agreement. To make it easier for you to understand how to fill it out, download the loan agreement by clicking on the following button:
The loan agreement must be completed and signed by two people. It is a prerequisite that you are both enrolled at the HTW and are on site during the event. In addition, both of you will need your cell phone numbers so that, for example, the gatekeepers can reach you at any time in case of questions or problems. Both of you should read the rental contract carefully, as it is a legally binding contract.
If you are willing to agree to the terms of the rental contract, fill it out as follows in the lower half of the second page under “Information from the applicant/organizer about the event:”:
- Give your event a meaningful “Event title”.
- Enter the “Event date”. If it is after midnight, also enter the following day.
- The first person enters their full first name, surname and matriculation number under “Person responsible for the applicant/organizer:”.
- The first person’s cell phone number is entered under “Telephone”.
- Then the second person enters their full first name and surname as well as their matriculation and cell phone number under “Contact person of the organizer during the event on site”. Please ignore the checkbox “as above or:”.
- In order for the rental contract to be legally binding and the rooms to be booked for you, you must enter the current date and both sign.
5) Send e-mail
Now put the completed and signed loan agreement in the attachment of an e-mail and answer the following points:
- On what date and during what period (including preparation and follow-up work) 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 open to the public or closed?
- Is it necessary to lock the rooms during the event?
- How many participants are planned and are you planning an admission control and if so, how do you plan to implement this? (max. 50 people as described above)
- Please also provide further information such as:
What exactly is planned? How are you organizing?
Your finished mail will then contain:
- The questions you have just answered
- A declaration that you will leave the rooms clean at the end of your event
- A confirmation that you have read everything on this page (including the following points)
- The completed and signed rental agreement in the appendix
You then send this email to asta-kultur@students-htw.de.
Within the next 5 days you should receive a booking confirmation or rejection. If you have received a confirmation, your event should now also be listed in the Café Kopfbau calendar. Please follow all the formalities described on this page, otherwise you may face a booking rejection.
6) End of the event and further information
At the end of your event, the premises must always be left clean and in their original condition. Please bear in mind that the next event could take place directly afterwards. Therefore, allow sufficient time so that you can finish cleaning on time.
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 for the counter is always issued at the sole responsibility of the person authorized to use the key. Therefore, there is no general right to access, which is why this can be refused without giving reasons.
If you need technical equipment, please send a request to the technical committee.
There are no costs for this room booking. If you need financial support for your event, always contact your department first. If you do not receive (sufficient) support there, please contact AStA Finanzen (asta-finanzen@students-htw.de) for advice on how to proceed.
If you have any further questions about the booking process, please email us at asta-kultur@students-htw.de.
We wish you an fun and successful event.
