Frequently asked questions

What do the venue hire fees cover?

The venue hire fees cover the cost of hiring the room and includes basic AV equipment: laptop, projector, screen, speaking table/lectern. Room hire is exempt from VAT. All other items hired items are subject to VAT. For details on our prices please contact the Events team.

What is the booking procedure?

Provisional bookings can be held up to 14 days without commitment.

Confirmation of an event requires a completed booking form (which includes acceptances of our terms and conditions) along with a cheque or purchase order number for a 50% deposit payment of the total price. Cheques should be made payable to Oxford University Examination Schools. Alternatively, BACS details are found at the bottom of the invoice. Please write the event name, booking number and event date on the reverse of any cheque. After the event, the remaining 50% will be invoiced within 30 days with payment due within 14 days.

Do you have an outdoor space available for hire?

Yes we have a Quad area suitable for marquees if you need extra exhibition or catering space. Live music and plays may also take place in this area. Under our premise license restrictions may apply so please contact the Events team to discuss your arrangements.

What is the latest time my event can go on?

All hirers must leave the venue by 01.00 at the latest (includes clearing up time). Any event that runs overtime day or evening may be subject to a late finishing fee of £250 per hour.

Does the venue have a marriage license?

No we do not have a marriage license.

If I am an educational establishment and believe I would qualify to be VAT exempt how can I be sure?

In order to qualify for a VAT exemption you need to fill in one of our VAT Declaration Eligibility forms. Once this is complete and returned to the Events team we will be able to advise if you qualify for a VAT exemption.

Can we deliver or set-up the day before an event?

All setup, breakdown and deliveries must be on the day of your event with prior consent and agreed times with the Events team at the Examination Schools.

Can we arrange to leave items in the venue overnight?

Everything must be collected immediately after the event unless agreed in writing with the Events team. A cost will be levied for storage of items. The Examination Schools cannot except any responsibility for items left at our venue.

Is there any parking on site?

Like most city centre Oxford venues, the Examination Schools does not have any parking for delegates on site. Please visit the park and ride website for details on the various park and ride services in Oxford:

There is no parking for suppliers. Access for dropping off/picking up goods or services is possible, depending on other deliveries, for up to 20 minutes either via the High Street, outside our Quad gate on Merton Street or around the back of Merton Street (beside University college). We suggest you contact the Events team to discuss your requirements in advance. 

Are there any restrictions regarding theming or decorations?

Due to the Examination Schools being a Grade II listed building, we are not able to affix to any surface, either internally or externally. Freestanding decorations or stands are advised but please consult with the Events team to discuss your requirements or request.

Can we have candles if so what are the restrictions?

Candles are not allowed anywhere in the building.

Can we smoke inside the building?

Smoking is not permitted inside the building.

Are there any other restrictions with regards to consuming alcohol on site?

In some function cases we may ask that a carpet covering is placed on our carpets to protect them from drink spillages. We may also ask for a deposit to be paid in advance for carpet cleaning and/or any other potential damages.

Can I use my own catering company?

Our catering suppliers would be happy to discuss your requirements with you.

Can I bring my own security?

Through the University and other selected companies we work with we are able to provide security for your events.

Are fireworks allowed?

Due to the fallout of debris from fireworks and out of consideration to our neighbours, fireworks are not permitted at any events.

Can we use our own electrical equipment in the venue?

Yes but all equipment must be PAT tested and carry an up to date PAT test label. If equipment does not have a PAT test label then it will not be able to be used within the venue.

Details of our PAT testing procedure can be read here (768kb).

Is there an external phone connection, internet access or photocopying facilities within the venue?

There are phone connections in a number of rooms- requirements need to be agreed with the venue in advance.

We have WIFI connection for approximately 200 users. Each individual is given a unique username and password. It is recommended you advise the Events team where you would like WIFI coverage as there is not building wide WIFI connectivity.

Photocopying can be arranged in advance and costs 10p per sheet. A colour photocopier can be hired out on a daily basis.