Book Spökslottet for meetings and events

Spökslottet's meeting rooms can be booked by employees of Stockholm University for smaller meetings with internal or external participants. The meeting rooms may only be booked for meetings with a clear connection to the activities at Stockholm University.

Premises and times

Due to the culturally sensitive environment, the premises are not available for meetings that require extensive equipment, changes or remodelling. The interior or exterior of Spökslottet must not be altered in any way. Great care should be taken to avoid damage to floors, finishes, art and interiors.

Meeting rooms can be booked between 08.30 and 16.30 Monday to Friday (excluding public holidays). The rooms available for hire are:

• Wihelmina, 12 persons
• Glasrummet, 12 persons

Rooms can be booked for full day, half day or single hours. Please specify the number of hours when making your booking request. Rooms can be booked individually or in combination with each other. This is always done in consultation with Spökslottet staff. Account is also always taken of meetings that are already booked.

When booking, a responsible contact person is indicated who is available in the room during the meeting.
Given the level of security at Spökslottet, the group is asked to leave the premises at the same time, for example at lunch, and to arrive at the same time after lunch.

Before the meeting, the Ghost Castle staff will inform the meeting participants about the emergency exits and the safety procedures in case of fire.

Local fee

Wilhelmina (12 persons) och Glasrummet (12 persons). Whichever room is booked will be charged:

• Half day, weekdays (4 hours, morning or afternoon) - 1 200 SEK excluding VAT
• Full day, weekdays (08.30-16.30) - 2 000 SEK excluding VAT
• Per hour, weekdays (for short meetings) 360 SEK excluding VAT.

The room fee is invoiced internally afterwards. Please state the institution number when booking.

Equipment

Spökslottet has fixed technical equipment for presentations etc. in the Wilhelmina conference room. There is also similar equipment, but movable, which can be used in other rooms. Please state in your booking enquiry if equipment is required. If you have any questions about the equipment, please contact Spökslottet.

Tour

Combine the event with a tour of Spökslotet. Spökslottet houses Stockholm University's older art collection, including paintings, art glass, sculptures and furniture. During the tour, you will be shown the fantastic parade floor with art and artefacts from the 14th to the early 20th century and/or the glass collection on the ground floor. The glass collection can only be shown as long as no other group has booked the room for a meeting. It is best to book a tour at the same time as a meeting room. For more information contact Spökslottet.

Wardrobe and toilet

An unmanned cloakroom is available in the foyer of the building. The haunted castle is not responsible for property left on the premises during or after the booked time. Toilets are located near the cloakroom and on the top floor.

Accessibility

Due to the sensitive cultural and historical environment, Spökslottet cannot accommodate guests in mobility scooters. However, people with reduced mobility in wheelchairs can move freely throughout the ground floor and, with assistance, can also stay in the parade floor, which is reached by lift. An adapted toilet is available on the ground floor.

Ingestion

Enhance your meeting with something good to eat and drink. Depending on the group and number of participants, you can order breakfast, coffee and lunch. Contact Spökslottet for more information. All catering is booked through Spökslottet, which orders food and drink via the university's contracted supplier Matsällskapet.

When booking a meeting room in Spökslottet, needs and wishes for refreshments for the meeting are stated. Suggestions for refreshments are then sent before the order is placed. Food and drink may only be served in the designated area.

Cancellation of catering

Lunch orders are placed at least 3 working days before the booked date. Cancellations to Matsällskapet can be made no later than 7 working days before the delivery date. If cancelled later than 7 working days, 100% of the value of the order will be charged. Reduction of booked food, drinks, etc. can be made up to 5 working days before the first day of the event. Later cancellations/reductions will be charged at 100%.

Allergy diet

Matsällskapet follows the Swedish National Food Agency's allergy labelling and marks all the most common allergens in red on its website. If you as a customer have special requests regarding allergy food, this must be stated at the time of ordering. Matsällskapet needs to receive any requests for special diets in writing at least 7 days before delivery.

Payment for the services

After the event, the institution/equivalent that booked the event is invoiced directly.

Cancellation

Cancellation of meeting rooms can be made the day before the booked date and must be made in writing to Spökslottet. Cancellation policy for Matsällskapets goods and services, see point ‘Cancellation of refreshments’.

Responsibility

Damage to the premises, equipment or furniture must be reported immediately to the Ghost Castle staff. Spökslottet is not responsible for property left on the premises during or after a booked meeting.

Other

Smoking is only allowed outdoors in designated areas.

Spökslottets paradvåning is mainly used for the university management's representation and may only be booked for events with a clear connection to the activities at Stockholm University.

Venues and times

Due to the cultural-historical sensitivity of the environment, the premises are not available for events requiring extensive equipment, alterations or remodelling. The interior or exterior of the haunted castle must not be altered in any way. Great care must be taken to avoid damage to floors, finishes, art and interiors.

The penthouse can be booked during the day and evenings (until 23:00) Monday to Friday (excluding public holidays). The Ceremonial Suite is mainly suitable for seated dinners, buffets or various types of awards and ceremonies. The form and programme of the event and its duration must be specified at the time of booking. Due to the sensitive environment, Spökslottet then makes an assessment of whether the event can be carried out as planned, or whether certain adjustments are needed. All in consultation with the client.

At the time of booking, a responsible contact person is stated who is available in the venue throughout the event. The responsible institution/equivalent pays for the event.

Equipment

Spökslottet has a unit of portable technical equipment for presentations, etc. that can be used in the parade floor. Please state in your booking enquiry if equipment is required. If you have any questions about the equipment, please contact Spökslottet.

Tour

Combine the event with a tour of Spökslotet. Spökslottet houses Stockholm University's older art collection, including paintings, art glass, sculptures and furniture. During the tour, you will be shown the fantastic parade floor with art and artefacts from the 14th to the early 20th century and/or the glass collection on the ground floor. The glass collection can only be shown as long as no other group has booked the room for a meeting. It is best to book a tour at the same time as the event. For more information contact Spökslottet.

Wardrobe and toilet

The cloakroom is located in the foyer of the building and is manned by a guard throughout the event. Spökslottet is not responsible for property left on the premises during or after the booked time. Toilets are located near the cloakroom and upstairs on the parade floor.

Tillgänglighet

I och med den kulturhistoriskt känsliga miljön kan Spökslottet inte ta emot gäster i permobil. Däremot kan rörelsehindrade personer i rullstol fritt röra sig i hela nedervåningen och med assistans även vistas i paradvåningen som nås med hiss. Anpassad toalett finns i paradvåningen.

Ingestion

All catering is booked through Spökslottet, which orders food and drink via Stockholm University's contracted supplier Matsällskapet.

When booking the parade floor, needs and wishes for refreshments for the event are stated. Proposals for refreshments are then sent to the client before the order is placed. Food and drink may only be served in the designated area.

Cancellation of refreshments

Cancellations to Matsällskapet can be made at least 7 working days before the delivery date. If cancelled later than 7 working days, 100% of the value of the order will be charged. In the case of cancellation by staff later than 14 days before the day of the event, 100% of the staff cost will be charged. Reduction of booked food, drinks, etc. can be made up to 5 working days before the event date. Later cancellations/reductions will be charged at 100%. The cancellation is made to Spökslottet, which forwards the cancellation to Matsällskapet.

Allergy food

Matsällskapet follows the Swedish National Food Agency's allergy labelling and marks all the most common allergens in red on its website. If you as a customer have special requests regarding allergy food, this must be stated at the time of ordering. Matsällskapet needs to receive any requests for special diets in writing at least 7 days before delivery.

Table setting

Buffet events are served in the Holländska salen and consumed in neighbouring rooms such as the Stora salen. Seated three-course dinners are organised in the Stora salen. Tables are set with white paper tablecloths in imitation linen and with white paper napkins. Linen tablecloths and napkins can be ordered at a cost. Please state your wishes when booking.
The table setting includes glasses, crockery and cutlery as well as candles on the tables. Due to the sensitive environment, it is not permitted by Kammarkollegiet to use candles for safety reasons and fire hazard, therefore battery-powered candles are used throughout. If flowers are desired as decoration, this is ordered at a cost. For requests regarding the table setting, contact Spökslottet.
Depending on availability, group and arrangements, Glasrummet on the ground floor can be booked at the same time as the parade floor. Please state your wishes when booking.

Personnel

The minimum charge for waiters and cooks is 4 hours per person. The time is counted to and from Matsällskapet's production premises in Bergshamra. Matsällskapet charges the minimum time that is approved according to the confirmation. Staff times can be adjusted afterwards if they work longer than the quoted time. There is an additional charge for evenings and weekends.

Payment for the services of Matsällskapet

After the event, the institution/equivalent that booked the event is invoiced directly.

Cancellation

Cancellation of the suite can be made the day before the booked date and must be made in writing to Spökslottet. Cancellation policy for Matsällskapets goods and services, see point ‘Cancellation of meals’.

Responsibility

Damage to the premises, equipment or furniture must be reported immediately to Spökslottet staff. Spökslottet is not responsible for property left in the premises during or after the booked event.

Security and safety

A guard will be hired for each event in the parade Hall. For a group of fewer than 30 guests, one guard is booked; for a group of more than 30 guests, two guards are booked. This cost is directly invoiced to the institution/equivalent that booked the event. The guard checks all guests when they arrive and is on the premises of Spökslottet throughout the event and until the catering staff have finished for the evening. The guard cost is 600 SEK/hour per guard.
Before dinner, the staff will inform guests about emergency exits, fire safety procedures and the location of the toilets.
Before the event, the person who booked the event sends a guest list to Spökslottet. The list is used for checking off guests on arrival. The list is destroyed after the event.
For the safety of the Ghost Castle, guests are asked to arrive at the Spökslottet at the same time.

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