Choosing a venue
Starting your venue search
The Events Office has put together a list of University, college and other Oxford venues with details on capacity, location and special facilities which may be useful in identifying an appropriate venue. A copy of this list is available on request.
Finding the right venue
The key factors in deciding on the right venue will most likely be the location, facilities, the capacity and the cost. Visiting potential venues is the most effective way of finding out whether it is suitable for the particular event or activities that you are planning. You can also ask whether they have held similar events at that venue in the past and how they worked.
The event could potentially be held across more than one venue. This usually works most effectively when the venues are in easy reach of each other, for example combining the Divinity School and the Sheldonian Theatre, but may also work when the venues are further apart with appropriate planning and transport. The University Events Office may be able to advise you if you have queries about venues for different types of events.
Considering special requirements
Depending on the type of event you are planning, you may need to consider special requirements or facilities such as audio/visual technology, changing rooms, secure cloakrooms/room for baggage or additional furniture. It is a good idea to contact potential venues directly to discuss your particular requirements as they can advise you based on past experience.
Getting the space you need
When you book the venue, make sure that you are booking all the space you are going to need. Some venues book out other rooms for other events so you may want to find out whether any other events are planned at the same time as your event. If you need your own private reception area, for example, you may need to book an extra room for this.