Organising an event? Everything you need to know

We currently have 24 en suite rooms at Harcourt Hill that are available to book all year round. To book these please click here. You can make use of the staff and alumni discounts by using 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 venues@brookes.ac.uk but please bear in mind that the rooms are available online so booking well in advance is advised.

For larger groups we will only have availability during summer vacation. If you would like to organise accommodation in any of our halls of residence for your visitors please contact the Venues Team here  if you want to allow individuals to book for themselves all year round you can use this link to book online.

Car Parking

You can secure car parking for your visitors by booking a parking space through the online car parking portal (this will be updated once the new car parking policy includes the new visitor booking system).

All catering provision (including alcohol) for events held on Brookes premises should be purchased through the Hospitality Team within Catering Services. Please visit the Hospitality website.

View the catering on campus policy and charity catering on campus guidelines

Licensing

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 licensing website.

To log and obtain authorisation for a licensed activity go to Service Now, the University's automated help desk system.

Dispersal Policy

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. Please click here for further information.

Fire Marshals and First Aiders

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.

Visiting Speakers

Please ensure you comply with the Code of Practice on Freedom of Speech including Guidance on Visiting Speakers here.

Public Liability Insurance

If you are planning to contract a third party provider to deliver any service on University premises you must 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 Gary Lambourne whose details can be found on the link above

Risk Assessment

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 Sharon Willett but please make sure any concerns are sent to them at least two weeks before the event. 

If you require technological support and/or IT equipment for your event please raise a request through the IT Service Desk.

Please note that out of hours or individual IT support allocated to you for the day will incur an additional cost and needs to be secured in advance via a request on the IT Service Desk.

IT Services can also arrange guest Wi-Fi codes for event attendees if requested in advance of the event.