Organising an event? Everything you need to know

  • 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:

    • Where an external organisation is paying for the event in full.
    • An event that is organised by Oxford Brookes staff but is profit making i.e. does not just cover costs

    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 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 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 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. See further information about the dispersal policy.

    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. 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.

    Public Liability Insurance

    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.

    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.

    IT equipment in bookable rooms

    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.

    IT Support for events

    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.

    Webinars and virtual 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)

    IT information and training materials

    To gain access to buildings out of their normal opening hours you must first secure the agreement of the designated person within your Department/Faculty/Directorate, for example your Faculty Administrator. They can than make a request on your behalf with Estates and Facilities.

    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 Friday
    Email: jhbb-reception-services@brookes.ac.uk

    Marston Road: 8:30-16:00 Monday to Friday
    Email: jhbb-reception-services@brookes.ac.uk

    Harcourt Hill: 8:00-18:00 Monday to Friday
    Email: facilities-harcourt@brookes.ac.uk

    Wheatley 8:00-18:00 Monday to Friday
    Email: facilities-wheatley@brookes.ac.uk

    If you require a reception service out of the University core hours (8:00-17:00) please email facilities: facilities-headington@brookes.ac.uk 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 - roombookings@brookes.ac.uk.

    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

    Room hire charges apply in the following circumstances:

    • Any meeting that is run by, or on behalf of, an organisation that is not part of Brookes.
    • Any meeting that is outside the day to day business of the University (e.g. not teaching or part of/beneficial to the running of the University).
    • Any meeting at which there is a fee to attend

    Please contact the Venues Team for information about charges and to find out what help they provide that is included in the charge - venues@brookes.ac.uk.

    You can request for the Facilities Team to set a room for your event through ServiceNow

    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.

    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 ServiceNow to log your request.

    If you require directional sign displays please book these by emailing reception services: jhbb-reception-services@brookes.ac.uk. The Facilities Team will be able to place the stands around the campus for you. To ensure they can honour your request please send your list at least 5 working days before your event. You will be responsible for printing out the signage and placing it in the stands.

    ALL 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: https://docs.google.com/forms/d/e/1FAIpQLSfzgvBJ4AE1evOke7B_cyhD06NLdgscQkeUuH6SZlgBn-nNgw/viewform

    PLEASE NOTE 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 Estates development web pages to check the latest news for developments at the University.