Venue hire - booking information
For event enquiries or to discuss your specific needs, please contact us at @email
Building access:
Our core hours are Mon-Fri 09:00-17:00. If access is required outside these times, there will be an additional charge of £50 per hour per 150 people. This is charged from 30 minutes before your arrival to 30 minutes after your departure.
Parking:
Parking is not available at the Institute. Here is a link to our travel page: https://www.maths.ox.ac.uk/events/venue-hire/travel-mathematical-institute.
Vehicle access is available for drop-off and collection of materials and equipment. Please provide the name of the driver, vehicle model and registration no later than a week in advance.
Room use and layout:
Lecture rooms (L1-L3) come with fixed furniture. Seminar rooms (L4-L6), Classrooms (C1-6), Mezzanine and Common Room all come with movable furniture. A labour charge will be applied for furniture removals and changes of the usual classroom layout - please discuss with the Events Team who will be able to provide a quote based on your requirements.
Moving the lectern in any room is not permitted.
Meeting room (Boardroom, Quillen room, S1.37 and S2.37) tables are not movable.
The Mezzanine and Common Room are open spaces which may require shared use on occasion. The Events Team will always communicate any such requirements well in advance.
AV:
The Events Team will meet you before the day, or on the morning of your event, to show you and your team how to use the AV system. It is an extremely simple, user-friendly system, and this tutorial is usually enough for your team to handle all AV requirements on the day, with our Events Team on hand should any problems arise. If you prefer to have someone in the room for the duration of the event, you are welcome to bring in your own technicians. We can put you in touch with suppliers who have worked with us before.
Lecture theatres, seminar rooms and classrooms have a PC, a large whiteboard, screen(s), HDMI and USB-C connections. L1-L3 have two lapel and two hand held mics.
Meeting rooms have a screen, an HDMI and USB-C connections, but no PC.
Please note that we do not provide laptops. You can use your own laptop - please ensure it has an HDMI or USB-C port. If not, please bring your own adapter. Our system does not support presenting from smaller devices like phones and tablets.
Catering:
Catering can be arranged through the Events team - please request brochures. Please ensure you note the minimum order numbers listed in the brochure. Please also note that a change in numbers can result in a change in staffing costs, so please inform us of any fluctuations as soon as possible.
Final numbers, choices, timings and dietary requirements are needed two weeks before your event.
If you choose to book an alternative external caterer for any part of your event, please notify the Events Team as soon as possible. External caterers will be required to attend a venue visit and fill in risk assessments before their booking can be confirmed. A 10% commission will also be charged to the external caterer.
Food is not permitted inside any lecture theatre, seminar room or classroom.
Cleaning:
There is a standard cleaning schedule Monday to Friday. If your event is on a weekend, a cleaning fee may apply.
Payments and Cancellations:
A deposit of 50% of the room hire costs is required upon booking. The remaining room hire and any additional costs are invoiced after the event.
In case of cancellation less than a month prior to the event, room hire deposits are non-refundable. In case of cancellation less than two weeks before the event, up to 100% of the already placed catering order will need to be paid.
All costs quoted are exclusive of VAT. Standard UK VAT applies to catering, staff, cleaning and other miscellaneous costs, but does not apply to room hire.
Health & Safety:
General risk assessment
Safeguarding for children or vulnerable adults
First Aid