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Organising an event can be time consuming both in terms of finding out the relevant processes for each step and putting the operation in place.
For that reason we have put together a list of the areas you will need to consider when organising an event at Oxford Brookes.
Please note that is is now a University requirement to fill in the Event Request Form for approval (please allow 2 weeks, due to the regularity of the meetings) before your event can be confirmed.
If, however you feel that you don't have the time or you would like to use the expertise of the Venues Coordinators you could contact Oxford Brookes Venues who will be able to organise the event on your behalf, there will however be a charge for this service.
Some events should always be arranged through Oxford Brookes Venues, if you are in any doubt as to whether your event should please contact the Venues Coordinators. The guidelines below are for events which should be booked through Oxford Brookes Venues:
If you are in any doubt as to whether your event should be managed by the Venues team, please contact them to discuss. They can offer advice and support over the phone or via email.
Accommodation is available to book during the summer months.
View availability and make a booking. You can make use of the staff and alumni discounts by typing one of the following codes into
the 'Promotion Code' box when booking though the link: STAFFOBV or ALUMNIOBV. If you would like to use a cost code to make an accommodation booking please contact Oxford Brookes Venues on 8400 or email@example.com but please bear in mind that the
rooms are available online so booking well in advance is advised.
For larger groups we ask that you
contact the Venues team to discuss your needs.
You can secure car parking for your visitors by booking a parking space through the
online car parking portal.
Please note parking is limited during semester time on all of our sites and the default position should be to promote our sustainable travel links. Out of consideration to others needing visitor space we recommend that you do not book more than 5
spaces for each event.
All catering provision (including alcohol) for events held on Brookes premises should be purchased through the Hospitality Team within Catering Services. Please visit the
catering on campus policy
charity catering on campus guidelines
The details of your event will need to be recorded for licensing purposes if you are planning one of the following activities: sale or supply of alcohol, showing a film, playing live music, performing dance, providing facilities for dancing,
hosting a live performance, providing late night refreshment or the provision of entertainment of a similar nature.
For more information please go to our
To log and obtain authorisation for a licensed activity go to
Service Now, the University's automated help desk system.
As the Event Organiser you are responsible for ensuring all guests leave the event in a safe and orderly manner with minimal disruption to our neighbours.
See further information about the dispersal policy.
Please ensure that fire marshals, evac chair operators and first aiders are in place for the event, particularly if the event is taking place out of normal working hours. Please familiarise yourself with the nearest fire escape routes before the
event and put emergency arrangements in place for your event.
Please also familarise yourself with the
Fire Assembly Points.
Please ensure you comply with the
Code of Practice on Freedom of Speech
including Guidance on Visiting Speakers. Event organisers must also complete the
External Speaker Request Form
if they have a visiting speaker at any kind event. The form should be submitted at least ten working days in advance and will be needed to confirm event room bookings.
If you are planning to contract a third party provider to deliver any service on University premises you must refer to the
University's policy on levels of liability to be held by external suppliers
and make sure that you have checked the provider's liability insurance. It is also important that you familiarise yourself with the
University's own public liability insurance. If you have any questions on this please direct them to the details can be found on the pages linked above.
It is your responsibility to complete a risk assessment in good time ahead of your event. Please read the University's
risk assessment policy
and complete the
risk assessment template.
Further advice can be requested from the Health and Safety Officers:
Tim McGill, or
but please make sure any concerns are sent to them at least two weeks before the event.
IT and AV (audio-video equipment) for presentations are available in the majority of the bookable spaces at Oxford Brookes. To check what IT facilities are provided in the room you wish to book, please see the
Oxford Brookes Pooled Room Directory.
For more detailed information on specific hardware in learning spaces please see the guide
Brookes Learning Space Equipment
During standard business hours IT Support can be booked for the first 20 minutes of an event with IT staff on call after that via 01865483311. Outside standard hours, chargeable support is available dependent on IT staff availability, please book
support at least 5 working days in advance in order to give IT Services time to make required arrangements.
Support for events can be booked via the
Conference or event AV support request
For more information or advice on support options please visit the
Ask a question about AV equipment or our support options
For full details of our support policy, please see our guide
Policy on AV Support for Conferences and Events
For virtual events (internal) Zoom is available for all staff and students. Zoom can be used for standard meetings (300 participants), large meetings(500 participants) and webinars (online panel discussions, 500 participants)
To request a Webinar (500 participants) or Large Meeting (500 participants) please visit the
Zoom - Application for 'add-on' license
page, requests can be made either for 30 days or permanently depending on your needs.
For information on using webinars at Oxford Brookes please refer to our guide
Zoom - How to use Webinars at Oxford Brookes
For information on operating Audio/Video equipment in teaching and event spaces please see our guide
How do I use the Audio Visual equipment?
Documentation on Zoom can be found in our guide
Zoom - All you need to know about using Zoom
To help us provide a professional and welcoming service to your visitors please ensure that you notify our Reception Teams of your event details, including: name of the event, start and finish times, brief description, locations and how many
attendees are expected.
Below are the reception opening times during semester
Headington: 8:00-19:00 Monday to FridayEmail: firstname.lastname@example.org
Marston Road: 8:30-16:00 Monday to FridayEmail: email@example.com
Harcourt Hill: 8:00-18:00 Monday to FridayEmail: firstname.lastname@example.org
Wheatley 8:00-18:00 Monday to FridayEmail: email@example.com
If you require a reception service out of the University core hours (8:00-17:00) please email facilities: firstname.lastname@example.org to log your request. A minimum notice period for this re-chargeable service is 10 working days.
To book a room for your event please email the Timetabling and Room Bookings Team - email@example.com.
It is important that you book the room for an hour before and after your event so any set up and resetting can be done by the Facilities Team.
The Facilities Team kindly asks you to consider booking a room which has the default set up you need whenever possible.
Room hire charges apply in the following circumstances:
Please contact the Venues Team for information about charges and to find out what help they provide that is included in the charge - firstname.lastname@example.org.
You can request for the Facilities Team to set a room for your event through
If your event takes place out of the core University hours of 8:00 - 17:00 you will be required to request an additional cleaning service prior to your event. A minimum notice period for this re-chargeable service is 10 working days. Please use
to log your request.
events (internal and external) require permission to take place via an approval process (form).
To request approval for an on-campus event, please fill in this form:
you must have Dean/Director approval of the event before submitting the form. All approved events require a Risk Assessment that has been signed off centrally by the Health and Safety Team.
Check what other events are happening on campus by logging onto CMISGo and checking the University's
central events webpage
and facilities event diary. This is important as Facilities and Catering Services might not be able to accommodate your request if they have committed resources to support other large events
Also check the
web pages to check the latest news for developments at the University.