How do I book rooms or facilities for meetings?

Managed buildings

If you work in a building that is managed by the Estates Services Facilities Management (FM) team, you can book meeting rooms via your building page if your building has subscribed to using the Planon system for reservations. You can also book catering for meetings via Occasions.

Please keep in mind that some departments do not make all their rooms available via FM Online. You might be able to reserve additional facilities in different ways, for example via the Nexus email system. Please contact the FM helpdesk for advice via email or at 01865 (2)70087. 

Details for all buildings managed by the FM team can be found on the Estates Services website.

SEE BUILDINGS LIST

Other buildings

To book a meeting room or facilities in your own department or college which are not using the Planon system, please follow local procedures. Your Departmental Administrator or the local events team will be able to advise you.

To book a meeting room in another department or college, you may wish to refer to the Conference Oxford website, which provides information about meeting rooms and facilities available across the collegiate University. Conference Oxford also offers a free venue search among departments and colleges.

Video conferences

If you are organising a video conference, please refer to the list of virtual meeting facilities.

Catering

For details on how to book refreshments for your meeting, please visit the Facilities Management catering webpage.

Accessibility

The Oxford University Access Guide provides accessibility information specific to your building. If you require additional accessibility advice when planning your event, please contact the Equality and Diversity Unit.

Parking

Some buildings managed by Estates Services have car parking spaces available for visitors, which can be reserved via Planon. Check whether there is any parking availability in your managed building.

Event planning guidance

If you are planning a larger event, you may wish to refer to the event management toolkit provided by the Public Affairs Directorate’s event management team. 

 

Planon access


Many University buildings are subscribed to the Planon system to manage room bookings.  

BOOK A ROOM 

New users can request access to the system via a webform. 

SIGN UP TO PLANON

Contact the FM Helpdesk


FM Helpdesk
Tel: 01865 (2)70087
facilities@admin.ox.ac.uk

 
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