Framework for event support
Purpose
This framework clarifies the funding basis for the Events Officer role in the Law Faculty Events team, currently established as a two-year pilot. It sets out the principles and processes by which the Law Events Team supports events proposed by academic postholders and Research Groups (RGs). It is designed to ensure fair and consistent access to resources, transparency in budgeting and costing, and the sustainable management of team workload.
Under this framework, support is delivered by the Law Events Team, comprising the Events Manager and the Events Assistant. Where appropriate, the Events and Timetabling Administrator may also contribute to specific aspects of event delivery.
Current event support structure
| Event | Organiser |
| Faculty of Law’s Annual Events and Special Lectures | Law Events team |
| *Ad-hoc academic and RG conferences, workshops, symposia, book launches | Research Assistant/Research Student, Law Events team |
| Centre for Criminology – Annual Lecture, Seminar Series, Border Criminology residential | Centre Administrator |
| Centre for Socio-Legal Studies – Annual Lecture, Seminar Series, Masterclass, Discussion Groups, summer programmes | Centre Administration Officer |
| Oxford Intellectual Property Research Centre – IP Moot | Law Events team |
| IECL and CCLP – Annual Lecture, German Moot, French Moot, Seminar Series | Centre Administrator and External Relations Officer |
| MSc in Law and Finance (MLF) course events | Alumni, Careers and Events Officer |
| BCL/MJur course events (e.g. a speaker event, Christmas dinner, summer BBQ and end of year dinner) | Course Administrator |
| MSc in Taxation course events | Course Administrator for Alumni, Events, and Teaching Support |
| Equality, Diversity and Inclusivity (EDI) Annual Lecture | EDI Officer |
| Research Group (RG) seminars, workshops, conferences | Research Student, Law Events team |
| Discussion Groups | Law Events team |
Under the current framework set out in the above table, the central Law Events team assists in the planning, organisation, and delivery of a wide range of events with no recharging to the individual event budgets.
Events Support structure under the new framework:
The new framework includes the recharging of costs to postholders, to support these events. It also outlines the support provided for the IP Moot, ad-hoc academic and research group events. Centre administrators and course administrators continue providing events administration support to centres and courses.
For ad-hoc academic and research group events, the academic or RG typically has two options:
- Engage the Law Events team for assistance in organising the event; or
- Recruit a Research Assistant (RA) to help organise the event (in this case, training may need to be provided to the RA).
The new framework encourages the academic and RG to shift away from recruiting an RA and to seek event support from the central Law Events team in the first instance.
This is beneficial for academics and RGs for the reasons below:
- Efficient use of time - event is supported by a professional team that focuses on event organisation and uses established templates, supplier relationships, and workflows.
- Risk management and compliance – organises events with knowledge of and adherence to university policies, compliance requirements, and inclusivity guidelines.
- Protects and enhances the Faculty/University’s external reputation with partners, funders, and international delegates by bringing professional standards, consistency, and contingency planning to event delivery, ensuring that high-quality academic content is supported by equally high-quality organisation.
- Provides strategic support that is not just task-driven.
- Institutional knowledge in standard operating procedures ensures a seamless organisation and reduces the risk of delays.
- Eliminates the time and cost for recruiting an RA, which includes advertising, interviewing, preparing contractual documents, and training.
- It is hoped that removing this high administrative burden from students will not dissuade them from assisting voluntarily with events that are central to their academic interests.
Scope of Support
The Law Events Team is available to provide direct support for events, subject to capacity. Support includes:
- Pre-event planning: budgeting, procurement, finance coordination, advertising and marketing, and guest management.
- Event-day coordination: on-site presence to manage staff, oversee workflow, and troubleshoot issues as they arise.
- Post-event administration: assisting with expense claims, distributing surveys, and collecting feedback.
- Training and guidance for RA.
Support requested could be part of or the whole scope listed above. Costs are tiered based on the level of work required.
Support is not guaranteed for all events and will be offered on a first-come, first-served basis, depending on the team's availability and event complexity.
Where full direct support cannot be provided
In cases where the Law Events team is unable to assist with organising an event, the team may recommend engaging a graduate student.
• The academic or RG, with the assistance of the Research Support team, is responsible for advertising and recruitment.
• The Law Events team can provide the relevant training at no cost.
Costs
Direct event support has been costed based on estimated hours required per type of event and costed at Grade 6.01. The rates are as follows:
| Tiers | Add ons | Tier 1 | Tier 2 | Tier 3 | Tier 4 |
| Type of event/event duration/organisation split | 1/2 - 1 day (or organisation split with other teams) | 1-2 days (Law Events team is the sole organiser) | Multi day/complex events (Law Events team is sole organiser) | ||
| Basic fee | - | £60 | £210 | £400 | On enquiry |
| Service | |||||
| General advice | - | Y | Y | Y | Y |
| List event on Faculty website | - | Y | Y | Y | Y |
| List event on other Faculty and University platforms where applicable (send requests to list in the Gazette, Oxford events, SSD, University website, College website) | + £25.00 | N | Y | Y | Y |
| Budget advice and management | + £50.00 | N | Y | Y | Y |
| Microsoft Form registration - set up | - | Y | Y | Y | Y |
| RSVP/Paid registration platform set up (University Online Store, CVent) | + £25.00 | N | N | N | Y |
| Internal venue booking (Planon) | - | Y | Y | Y | Y |
| External venue booking and contract | + £80.00-£140.00 | N | Y | Y | Y |
| Internal catering booking (Planon) | - | Y | Y | Y | Y |
| External catering sourcing and liaison | + £80.00 | N | Y | Y | Y |
| Accommodation sourcing, reservation and liaison | + £80.00 | N | N | N | Y |
| Travel booking for speakers (via Key Travel) | + £60.00 | N | N | N | Y |
| RSVP tracking, management and communication | + £60.00 | N | Y | Y | Y |
| Event Referral to Proctor's Office (Code of Practice on Freedom of Speech) | + £25.00 | N | Y | Y | Y |
| Risk Assessment and documentation | - | Y | Y | Y | Y |
| Invoicing - coordinating customer or supplier set up | + £50.00 | N | N | N | Y |
| Invitation/participation/visa letters (1-3 letters £30; above 3 letters £60) | + £30.00 - £60.00 | N | N | N | Y |
| Name badges, stationery, and materials production (in-house badges, liasing with supplier for materials) | + £60.00 - £80.00 | N | N | Y | Y |
| Recording coordination (Panopto) | - | Y | Y | Y | Y |
| AV/Hybrid event coordination - Liaise with AVSS/IT | - | Y | Y | Y | Y |
| On-site attendance | + £50.00 (up to 4 hours) | N | Y | Y | Y |
| Post event survey and analysis | + £80.00 | N | N | N | Y |
| Post-event expense claims support | + £25.00 - £50.00 | N | Y | Y | Y |
| Photography - appointing and liasing with photographer, pre/post event | + £25.00 | N | N | N | Y |
For events that do not fall within the standard format above, please contact the Law Events team to discuss.
Academics and RGs will set budgets for their events, and in all cases, this must include an event support cost if the event is to be supported by the faculty events team.
For minimal support (e.g., room bookings, training student helpers), costs may be waived, but cumulative small tasks will be monitored.
Process
- Academic or RG to contact the Law Events team by email (events@law.ox.ac.uk) or the Event Notification Form.
- Alternatively, if the academic is applying for a grant/funding, this should be discussed with the Research Support Team (research@law.ox.ac.uk). In the first instance, the Research Support team will direct the academic and RG to contact the Law Events team to discuss requirements for the proposed event. The Law Events team will advise on costs and whether it has the capacity to support the event. In any case, the Research Support team may also provide guidance on event costs, including costs for engaging the Law Events team or costs for recruiting a graduate student to help.
- If the academics or RG opts to recruit a graduate student, the Research Support Team will offer support on the advertising and will work together with the Personnel team on the recruitment, as it currently does. The Law Events team can assist with the relevant training at no cost.
Monitoring and Reporting
All event support requests and time spent will be recorded to:
- Track usage of central resources
- Inform future planning and capacity decisions
- Support reporting to senior management
Review and Updates
This framework will be reviewed in February 2027 to reflect changes in team capacity, funding structures, and faculty priorities.
Cyndy Thooi, Events Manager
20 May 2026