1.1 Bookings will be reviewed and either approved or rejected based on availability, compliance with this, and other relevant Oxford SU Policies.
1.2 Bookings for Oxford SU Spaces must;
(a) only be made by a current Student Member,
(b) be only for a purpose related to students,
(c) clearly state the purpose of the booking, and
(d) be approved by a senior member of Oxford SU staff if they involve:
(i) serving food or using external caterers,
(ii) external speakers,
(iii) charging a fee for attendees,
(iv) the playing of copyright-controlled material, audio or video, including sporting events, and/or
(v) children under the age of 18, to ensure the Student Member who makes the booking follows all necessary safeguarding procedures and relevant DBS checks are obtained.
1.3 Bookings for Oxford SU Rooms must not:
(a) be for commercial purposes,
(b) be in breach of the University of Oxford Code of Practice on Meetings and Events
1.4 The Student Member who makes the booking is responsible for;
(a) taking all reasonable steps to ensure that no damage is caused to the room,
(b) ensuring that nothing is attached to the walls in any way,
(c) leaving the room in a clean and tidy state,
(d) returning furniture to the default layout; boardroom style in the rooms; the layout as shown on the noticeboard in the Social Space, and
(e) the conduct of those using the booked spaces.
1.5 The Student Member who makes the booking is liable for any damage caused to the booked spaces or to any facilities and must report any damages by email to firstname.lastname@example.org.
1.6 Due to licensing, the viewing of films is not permitted.
1.7 Users must consider the noise levels associated with their activities and ensure that they do not cause unreasonable disturbance to users of neighbouring rooms and areas.
1.8 Smoking and vaping is not permitted on Oxford SU premises.
1.9 The consumption of alcohol is not permitted on Oxford SU premises.
1.10 Animals are not permitted on Oxford SU premises, with the exception of guide/assistance dogs.
1.11 This Policy can be amended by Oxford SU at any time. Any such amendments shall be immediately effective and apply to all bookings.
2. Extra precautions and changes due to COVID-19 – the following points apply to all bookings taking place after 17 May 2021:
a) Each small room can accommodate 15 people. The large room can accommodate 40 people. The Social Space can accommodate 40 people.
b) Windows must be left open.
c) All students must check in with the track and trace app.
d) Rooms can only be used between 9:00am - 6:00pm, Monday to Friday, meaning that bookings must end by the latest of 5:55pm.
e) The above COVID-19 related points remain in place until further notice and are subject to change at any time. Students with any bookings subject to changes will be contacted.