FAQ
We've gathered the answers to some of the most frequently asked questions. If you need additional assistance, please don't hesitate to contact us, and a member of our team will be happy to assist you.
There is no parking at the venue. We suggest to use the Pear Tree Park and Ride and come to the venue using bus 300. For further information about parking please see: Travel to the Mathematical Institute
Our building is open to the public and students so we are unable to provide complete exclusivity. It's also possible that other rooms may be used for events on the same day. While we make every effort to separate events and provide different spaces for catering when possible, there may be occasions where the Mezzanine is shared.
Do you provide any signage to direct delegates to the room?
We provide A4 portrait lollipop signs with the name of your event to direct your guests to the rooms.
Is it possible to have a registration desk?
Yes, we can provide you with tables for registration. These can be placed in our Reception area or down in the Mezzanine space.
Can I have a panel session?
Yes, we can arrange the stage in our large lecture theatres for panel discussions. We offer both panel tables with chairs and more casual seating options, such as tub chairs and low coffee tables.
Do you provide water for speakers?
Yes, we provide tap water and glasses on the lectern for speakers. This is refreshed each breaktime.
What should we do in case of an emergency?
If the fire/evacuation alarm sounds, you should follow the green ‘exit’ signs to the nearest exit. These signs will guide you out of the building via the fire safe stair cores. Once outside the building you should make your way to the gathering point by the Triton fountain in the Humanities courtyard. Once at the gathering point you should await further instructions and an all clear before approaching or re-entering the building.
For large conferences, catering is typically served in the Mezzanine. We offer buffet-style and informal standing lunches. While there may be enough seating available on weekends, please note that we do not provide sit-down meals with table service.
Have you got in-house caterers?
Yes, we use Occasions to provide our catering. Please click here for menus.
Can I use external caterers?
Yes, you can, although there are some limitations. Our team would be happy to meet with your caterers to discuss and find the best solution. Please click here for more information.
When do you need final numbers?
We require final numbers, menu choices, dietary requirements, and event timings at least two weeks before your event.
Can you cater for different diets?
Yes, our caterers can accommodate allergies and dietary requirements.
Can I book drinks on consumption for a reception?
For all drinks receptions, there is a minimum spend on drinks of £2.40 per guest. Above the minimum spend, you will be charged based on consumption. Please provide us with a cap on the number of extra bottles you are willing to pay for. In addition to the cost of the drinks our caterers apply a staff charge, which depends on the number of guests and timings.
Please check the link to the rooms to see AV equipment in each room.
What technical support is included?
The Events Team will assist with the initial setup in the room and will be available throughout the day if you need help. While we won't be present in the room during the event, we will provide you with our office events contact number so you can reach us if any issues arise. We will also check in with you at each break to ensure everything is running smoothly.
If you'd prefer to have an AV Technician in the room, we can recommend external companies that are familiar with the venue.
Do you prefer people to bring their own laptops or the in-house PC?
In our experience, it's easier to use our in-house PC or a designated laptop for the event. We recommend against switching laptops between each presentation.
Is WIFI available across all areas? How do delegates join?
Yes, Wi-Fi is available throughout the venue. Your delegates can connect to 'The Cloud' network, and we can provide instructions on how to join.
Yes, we have a poster hanging system and freestanding poster boards that you can use. There is an additional charge depending upon the number of posters you plan to exhibit. Please speak to the team about your requirements.
What size posters fit in your hanging system?
Our hanging system and free-standing boards accommodate A0 portrait posters (841 mm x 1189mm).
Do I need to provide Velcro?
Posters slide easily into the Perspex sleeve of our hanging system so do not require any fixing. We have a supply of pins if using the free-standing boards.
Each event is unique, so please discuss your specific requirements with us. We always aim to maximize the use of the space while balancing the needs of the client and the comfort of attendees. We will work with you to create an optimal floor plan for your event.
Do you provide trestle tables and chairs FOC (is a cloth included)?
For exhibitors we provide a 6ft table and 2 chairs as standard. We do not provide tablecloths.
Is there access to power for the exhibitors?
We have floor boxes throughout the mezzanine which provide access to power for exhibitors. Where exhibitors need to be placed in areas without access to power we will do our best to provide an extension lead to reach their table.
Is there possibility of access for exhibitors to set up the night/day before?
Depending on events booked the previous day, there may be a possibility of having early access to set up, however there would be a charge for this.
Can exhibitors drive to the venue to drop off stands/materials?
Exhibitors are allowed to drop off materials on the day of the conference, but please note there is no parking on-site. To ensure access, we will need the driver's name, contact number, vehicle registration number, and approximate arrival time in advance to pass through our security barrier.
Exhibitors can access the venue via Gate 7 on Woodstock Road (we can provide a map for this). They may temporarily park near the entrance to unload their materials, but will need to park offsite once unloading is complete. After entering the building, they will take the lift down to the Mezzanine level to set up their stand.
Can exhibitors send anything to the venue in advance?
Yes, we can receive deliveries but as we have limited storage at the Institute we ask to plan the deliveries for the day before the event. The parcels need to be addressed as follows –
FAO Events Team
Name of the event
Name of company
Mathematical Institute
University of Oxford
Andrew Wiles Building
Radcliffe Observatory Quarter
Woodstock Road
Oxford OX2 6GG
We ask for a deposit of 50% of the room hire cost to confirm the booking. We will invoice for the remaining room hire, catering and other charges after the event.
Are there any additional costs?
Depending on the nature of your event, there may be some additional charges:
• If you require access outside our core hours (09:00 to 17:00, Monday to Friday), an extra fee will apply to cover the cost of our Facilities Team, who need to be present during events.
• Our catering partners also apply a staff charge for drinks receptions or events held outside of our core hours.
• If you need to change the standard layout of the classroom or seminar room, there will be an additional labour fee.
• For large weekend events, we may need to arrange extra cleaning, as the building is not regularly cleaned on Saturdays or Sundays. Please consult with the events team for a quote.
• If you wish to have your event recorded or live-streamed using our in-house lecture system, there will be an additional charge.
• Hosting exhibitors or poster sessions will incur an additional fee.
• If you choose to use external caterers, an additional charge will apply.
Please reach out to the events team with your specific requirements, and they will be happy to provide a comprehensive quote.
Do prices include VAT?
Room hire is exempt from VAT, but VAT will be applied to catering and any additional staff overtime costs. University of Oxford clients are exempt from VAT on all charges. Please note that the prices in our quotes do not include VAT. Our Finance Office will add VAT when preparing your final invoice.