Will I need to cover the costs of security arrangements which might be required for the meeting I am organising?
The University’s Code of Practice on Meetings and Events requires an event organiser to notify the Proctors if they have any concerns regarding the safety and security of those attending the event. In making any judgement regarding the control measures that might need to be applied, the Proctors may consult Oxford University Security Services (OUSS) for further assessment and advice. OUSS has a budget for this work and no charge would normally be applied to the event organiser.
By their very nature, some events do come to the attention of the Police. If, after their own assessment, the Police consider that they need to deploy officers, they can, and occasionally do, levy a charge. For further advice on security arrangements, please contact firstname.lastname@example.org in the first instance.
Does the code apply if I’m organising an event for a student club?
If the event is being held on University or Oxford SU premises: yes.
If the club has permission to use the University name or logo and is doing so, or is using University funding to hold the event: yes, no matter where the event is held.
Does the code apply if I'm organising an online meeting or event?
The Code also applies to all online meetings and events specifically run by staff, students or an affiliated group – if they are branded and presented as a University event.
Does the code apply if I’m organising an event on college premises?
If University branding or funding is used for the event: yes.
If no University branding or funding is used for the event: no, though you should consider the college’s protocols.
I’m organising a University branded or funded event on college premises, which code applies?
Both. If conditions are imposed both under the University’s code and under the college’s protocols, you will be responsible for complying with both sets of conditions.