Room Booking

Summary

Aims

The Andrew Wiles Building is an iconic new building in Oxford, home to Oxford Mathematics and the research and teaching activity of the Department.  In addition, the Department wishes to exploit the potential of the Building for reaching out to a variety of external audiences, and for generating revenue which is vital in underpinning the Department’s academic endeavour.  The Department will continue to exploit the potential of the Andrew Wiles Building in this way, whilst managing this alongside its own academic demands on the building and obligations to the wider University. 

Outline of Process

Within term-time (weeks 0-9 inclusive) all teaching rooms on the mezzanine level are initially reserved for core Departmental events such as lectures, seminars and classes.  For periods outside term-time Department members are given first option on reserving rooms for other Departmental events: each summer Department members will be given the opportunity to reserve rooms for the academic year three years hence.  In order to cater for Departmental events which cannot be anticipated this far ahead, and for reasons of security, some additional rooms will be reserved for exclusively Departmental use.  Some further rooms will be reserved for Departmental use for certain periods during the Long Vacation, but will be released for other use if not booked for Departmental events by the previous summer.  Further detail is given in "How does it work?" below.

Within these constraints the Department’s Events Team will work to maximise external impact and revenue from other events, alongside the Department’s obligations to the rest of the University.

How to make a booking

Any Department member may request a booking at any time by emailing room-bookings@maths.ox.ac.uk or by visiting https://www.maths.ox.ac.uk/members/room-booking/ . Any such requests will be dealt with according to the protocols detailed overleaf.

Department members should remain alert to email circulars inviting them to reserve rooms for particular periods.

Further Detail

How does it work?

  1. Any Department Member may request a booking at any time by emailing room-bookings@maths.ox.ac.uk or by visiting the website at https://www.maths.ox.ac.uk/members/room-booking/room-booking-calendar/   Any such requests will be dealt with according to the protocols below.
  2. All Rooms on the Mezzanine level are initially reserved from Monday week 0 – Friday week 9 each term for Departmental use for teaching and other key events from the lecture list.  The Academic Administration Team will manage all bookings for these periods.  Due to the Department’s commitments to host lectures, seminars and intercollegiate classes only requests for very minimal usage are realistic.  Academic Administration will not give permission for any classrooms to be used during weeks 1-8 of termtime until after all intercollegiate classes have been booked in, and will reserve at least two classrooms during week 9 for this purpose, again not being able to release them for other bookings until after all classes have been scheduled.    Bookings for intercollegiate classes are taken once all the major events from the lecture list have been timetabled, from week 9 of the preceding term. 
  3. Each summer Department members will be given the opportunity to request reservations for rooms for other events (over and above the teaching events during weeks 0-9 of termtime) for the academic year three years hence (see table overleaf).  In the case of any competing requests these will be adjudicated on by Executive Committee.  It will not be possible to confirm any bookings for the academic year in question until that exercise has been completed.
  4. In the case that it is necessary to find a venue elsewhere to accommodate a Departmental booking Executive Committee shall rule on who is responsible for making and paying for that external booking.
  5. No bookings at all will be possible beyond this period, with the exception of any which are judged by Executive Committee to be of overriding importance to the Department’s strategic interests.
  6. Rooms N3.12, S1.37, S2.37, S0.22 and S0.29 (i.e. all meeting rooms except for the Boardroom N4.01) will be reserved at all times for Department-only use.
  7. Room N4.01 (the Boardroom) will be reserved from 11am-1pm on Wednesdays of weeks 1-9 of term-time for core Department meetings.
  8. L5 and C5 (or equivalent/larger rooms), will be reserved for Department-only use from Monday-Friday outside termtime where possible[1]. 
  9. L3, N4.01 and three additional classrooms (or closest equivalents) will also be reserved for Department-only use from Monday-Friday in the whole weeks most closely approximating mid June to mid July and from Monday-Friday throughout September.  These reservations will be cancelled and the rooms may be put to other use if not booked for a Departmental event by 1 July the preceding year.
  10. The rooms under 8. and 9. above (or nearest equivalents) will be kept vacant until they are specifically required for Departmental use[2] (i.e. until after all other possible rooms have been exhausted).  
  11. The Undergraduate Study Area may be booked if required during the Long Vacation only (week 10 TT – week -2 MT).
  12. [NEW IN AUGUST 2017] Anyone wishing to use the ‘event spaces’ (e.g. the north and south mezzanine circulation areas) in any formal way (e.g. with specific tables/stands, etc.) must book them in the online system.
  13. External Events (events external to the Department which may be internal or external to the University) may be booked into rooms as required, subject to the restrictions listed above.  However, the Events Team will refer any potentially problematic bookings to Executive Committee in advance – before confirming them to the client.
  14. The schedule of external bookings should be reviewed regularly by Executive Committee to aid in developing an understanding of the types of bookings which might be considered potentially problematic under 12. above.
  15. Department members may contact room-bookings@maths.ox.ac.uk in the event that they want a room but the room has already been booked.  They will be advised who has booked the room and it will be suggested that they contact this person directly to see whether a change is possible.
  16. Departmental members will be permitted to reserve a booked room for use in the event that it becomes vacant: they will then be given first refusal on the room if it does become vacant.
  17. Any member of the Department who wishes to report that their endeavours have been adversely affected by this policy should report to the Director of Administration and IT, who will refer to Executive Committee as necessary.

The impact of this policy on the Department’s ability to generate revenue and to host events for others in the University is yet to be quantified.  An attempt will be made to quantify this, and the policy will be subject to ongoing review by Executive Committee, Department Committee, and Finance Committee.  The rooms which are kept as contingency for Department only use will also be kept under review.  Any points in the policy which require further clarification may be referred to Executive Committee in the first instance.  At times where Executive Committee does not convene for a long period (e.g. in the Long Vacation) the Director of Administration and IT/Head of Department may be consulted.

Timetable (revised August 2017)

Summer Vacation 2017 An exercise will be carried out to request departmental bookings 4 October 2020 – 31 August 2021.

ONCE THIS EXERCISE HAS BEEN COMPLETED:

Contact room-bookings@maths.ox.ac.uk or visit https://www.maths.ox.ac.uk/members/room-booking/room-booking-calendar to request bookings up to 31 August 2021.

Summer Vacation 2018 An exercise will be carried out to request departmental bookings 1 September 2021 – 31 August 2022.

ONCE THIS EXERCISE HAS BEEN COMPLETED:

Contact room-bookings@maths.ox.ac.uk or visit https://www.maths.ox.ac.uk/members/room-booking/room-booking-calendar to request bookings up to 31 August 2022.

Summer Vacation 2019 An exercise will be carried out to request departmental bookings 1 September 2022 – 31 August 2023.

Etc. ...

 

 

[1] Rooms as described under 8. and 9. will be reserved where possible, once other departmental bookings requested in the annual exercise have been made (e.g. summer schools).  Where these rooms are not available an equivalent room or the room next largest in size will be reserved where possible.   

[2] If someone wants to book one of these rooms the Departmental reservation will transfer to an equivalent room or the next largest room where possible.  Where they cannot be moved to an equivalent or larger room Departmental reservations may only be used for Departmental events.  ‘Departmental events’ include mathematical research seminars and conferences organised by staff based in the Mathematical Institute.