Conferences and events

Any simple room only booking can be done at short notice, given availability. Please contact the Conference and Events team during office hours (8am-4.30pm) at conference@nuffield.ox.ac.uk. After 4.30 pm, please contact the on-duty Front of House Supervisor at buttery@nuffield.ox.ac.uk or the Lodge at lodge@nuffield.ox.ac.uk.

Room availability can be checked here https://rooms.nuff.ox.ac.uk/. The calendar is available through our events management software, EventPro. You cannot make a booking yourself; it is view-only.

Please note that room bookings must allow for a 15-minute break between meetings for refreshing and changing the room setup.

All major bookings should be made, preferably 4 weeks before the proposed event date. We require your final details 10 working days prior to the start of the event. Please use the 'Event Booking Questions' list below to provide as many details as possible and email to conference@nuffield.ox.ac.uk

To the right, the Event Booking Enquiry feature is under construction and will display an error if used. Content coming soon! 

Students wishing to organise an event at the College should first contact the Senior Tutor. Senior Tutor approval is necessary to continue booking your event. Please refer to the Code of Practice for Meetings and Events for further information. See also section 9 of the Student Handbook for more College policies and procedures.

Event Booking Questions

Your Details:

• Organiser (s) Name:
• Contact Name:
• Contact Email and Phone Number:
• Funding Source*:

*(College, External Academic, Private (or a combination, please specify)

Event Details:

• Event Title:
• Event Type:
• Date(s) and Time(s):
• Are any children* or "at risk" adults** going to attend the event?:
• Will the event involve filming or photography?: 
• Total Number of Delegates (including speakers and panellists):
• Short Summary:
• List of Speakers
• Delegates with Special Requirements (e.g., wheelchair users, individuals with hearing or visual impairments)
• Please provide a brief description of any specific disabilities or impairments.

*A Child - A 'child' is any person under the age of 18; 'children' are to be construed accordingly. Particular care shall be afforded to a child under the age of 16

**Adults at Risk - Defined by the Department of Health as “those who are or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation.”

The term ‘adult at risk’ has been used in place of the term ‘vulnerable adult’. This is because the term ‘vulnerable adult’ may wrongly imply that some of the fault for the abuse lies with the adult abused. The term ‘adult at risk’ is used as an exact replacement for ‘vulnerable adult’, as used throughout existing government guidance by local authorities.

These are internal bookings that do not require filling in a Booking Form.

For teaching sessions and tutorial bookings, please email conference@nuffield.ox.ac.uk and include information about:

• date (s)
• time (from | to)
• number of attendees
• setup requirements (including AV/IT)

Please note that due to high demand, we may not be able to accommodate the exact time or date, so some flexibility may be necessary.

For last-minute bookings, please still contact the Conference Office, which is normally open until 4:30 pm. After 4:30 pm, you can check availability first with the Front of House Supervisor on duty (Buttery@nuffield.ox.ac.uk) or with the Lodge.

All filming or photography events are subject to checks and approvals and should be booked at least 4 weeks in advance.

We reserve the right to decline such bookings if they are received less than 3 working days before the event.

Contact the Conference and Events department on conference@nuffiled.ox.ac.uk if your event involves filming or photography.

The Conference and Events Department has implemented procedures related to events attended by children and ‘at risk’ adults in line with Nuffield College’s approved Safeguarding Policy. The policy is in place to support activities involving adults 'at risk' and children and to ensure that relevant risks are appropriately identified and managed, and in so doing seeks to provide assurances to staff, students, volunteers and visitors that safeguarding will be dealt with effectively by the College. 

Definitions (as in the Policy document):

Adults at Risk - Defined by the Department of Health as “those who are or may be in need of community care services by reason of mental or other disability, age or illness; and who is or may be unable to take care of him or herself, or unable to protect him or herself against significant harm or exploitation.”

The term ‘adult at risk’ has been used in place of the term ‘vulnerable adult’. This is because the term ‘vulnerable adult’ may wrongly imply that some of the fault for the abuse lies with the adult abused. The term ‘adult at risk’ is used as an exact replacement for ‘vulnerable adult’, as used throughout existing government guidance by local authorities.

A Child - A 'child' is any person under the age of 18; 'children' are to be construed accordingly. Particular care shall be afforded to a child under the age of 16

LINKS to Policies:

• Nuffield College Website: Nuffield College Safeguarding Policy: https://www.nuffield.ox.ac.uk/media/qkkflm34/nuffield-college-safeguarding-policy-06-25.pdf
• Oxford University Safeguarding Policy: Safeguarding 'at risk' adults and children | HR Support

Contact the Conference and Events department on conference@nuffiled.ox.ac.uk if your event involves children or 'at risk' adults.

Content coming soon!

If you intend to organise an event at the College, please contact conference@nuffield.ox.ac.uk.

Booking requests sent less than four weeks before the event's date cannot be guaranteed. Therefore, it is highly recommended that you get in touch about your event as soon as possible, even if further details are provided later.  

Please Note: Students must first discuss their intention to organise an event at the College with the Senior Tutor by providing a summary of the event. Once approved in writing, students can contact the Conference Office and proceed with the booking. 

FUNDING:

In order to provide the organiser with an accurate quotation, it is essential to communicate the source of the funding for their event in advance.

If the organiser intends to apply for internal grants, please contact the Conference Office first and ask for a quotation in order to make sure that they apply for the correct amount.

RATES:

Internal rates apply when Fellows and Students organise academic events funded by the College.

In case of academic event funded externally, internal rates apply only if the organiser is a college member, that is to say the college member is actively involved in the organisation of the event. However, alcoholic beverages will be charged at external rates. 

If it is not academic, the event is charged at external rates.

GROUPS JOINING HIGH TABLE DINNER:

Groups' participation in High Table dinners will be considered case by case, depending on number of attendees and availability on the day. 

Please note that these are the maximum capacities for each room: actual capacity may change based on layout.

Staircase A

Staircase C

Staircase D

Library

Staircase L

Octagon

https://www.nuffield.ox.ac.uk/the-college/conferences-and-catering/rooms-and-facilities/ 

For full details on each room, please go to the IT Department page describing the facilities and how to use them. See also some important tips there on how to prepare for your event or meeting.

Note that it is your (the organiser's) responsibility to 'invite the equipment' to your Teams or Zoom event, once the Conference Team has confirmed your booking. For instructions as to how to do this, please see How to invite people (and rooms) to your hybrid event.

General information about the guest rooms booking can be found on the Bursary intranet page: https://intranet.nuff.ox.ac.uk/resources/bursary/guest-room-information/