Event Support

Shared teaching space is available for use by the UCD Community and can be booked in a number of ways depending on your needs. In General Catering or food is not permitted in shared teaching space. Full details on the conditions of use can be found here.

To book a teaching facility within the next month for a 2hr slot or less please access Urooms here.

To enquire about a booking in a shared teaching facility which does not meet the Urooms Criteria please email (opens in a new window)estates@ucd.ie with the following information:

• Name, department & extension number of a person making the booking
• Date, start and finish time for the requested event
• Number of anticipated attendees
• What is the room required for
• Module code associated with the booking (if any)
• Advise if any non-UCD personnel or general public will attend the event, if yes how many
• Is there a charge to attend the event?
• Has catering been arranged for the event (Yes/No)?

The UCD Village is available for meetings and events and is managed by Estate Services.

Staff can inquire about availability be emailing UCD Estate Services at (opens in a new window)estates@ucd.ie
Student organisations (Clubs and Societies) can make some bookings for UCD Village meeting rooms using the student centre’s sportsbooker system contact (opens in a new window)student.centre@ucd.ie for access.

Enquiries for UCD Foodhall and Mikeys Restaurants at the Village can be emailed to (opens in a new window)hello@thefoodhallatucd.ie

UCD Student Organisations including Societies, Students Union and Sports Clubs are permitted to book rooms and spaces around the campus. 

To make an enquiry please (opens in a new window)use this form.

If your planning to host a large conference the best place to start is the UCD Conference and Events office https://www.ucd.ie/conferences/

If your looking to book summer accommodation at UCD Please check out https://www.ucd.ie/summeratucd/

If you wish to host a sporting event on campus please check out UCD Sports Facilities https://www.ucd.ie/sportfacilities/

Internal and External clients may also wish to consider the UCD Student Centre https://www.ucd.ie/studentcentre/

UCD Permits Members of the UCD Community to fundraise on campus. Typically fundraising activities are led by Student Organisations or staff groups.

If you wish to apply for permission to fundraise on campus please (opens in a new window)use this form.

Estate Services has a small number of resources available to support events, In order to book these resources please log a move request by emailing (opens in a new window)estates@ucd.ie.

Resources include:

• Trestle Tables 
• Chairs 
• Exhibition Boards (17)
• Podium 
• Queuing Poles (up to 10 available)
• External crowd Barriers (up to 10 Available)

You may wish to provide your guests with some resources to help them get to UCD please note the following resources are available:

• UCD Estates (opens in a new window)Commuting Website
• If you require assistance or advice around campus commuting please contact us at (opens in a new window)estates@ucd.ie.

In general events on campus should be catered by one of UCD’s Licensed Catering Partners, they can be found here.

Catering and food is only permitted in designated areas and is not permitted in shared teaching space. Usually Catering takes place in large breakout spaces, to check if an area is suitable for catering please contact (opens in a new window)estates@ucd.ie

Where food/catering is being provided at events it is important to note that a cleaning and waste management plan may be required. The following points may be helpful:

• UCD Licensees are aware that they must set up and clean up at events which they are supporting.
• UCD may seek an Event Management plan for your event and events may be reviewed with respect to likely impact on the cleanliness of a space. 
• In General 3rd party catering suppliers are not permitted to operate on campus. However, if none of the licenced caterers are able to provide catering for your event the following guidance will apply:
• Caterer must provide a valid, in date insurance cert covering the date of the event.
• Cleaning costs incurred will be passed onto the event

Some events may require a more detailed management plan to assess the level of support required for it to proceed. Reasons for this may include (But are not limited to)

• Event is taking place (opens in a new window)outside normal opening hours of buildings 
• There is a large number of visitors associated with the event
• The space in use is not normally used for events
• There is likely to be a VIP(s) in attendance (eg Government Minister, President, Celebrity)
  
• A VIP (in this case, usually a Government Minister or Ambassador) may require an escort to the site by an Estate Services vehicle.

Some outcomes of these assessments can include:

• Increased need for Stewards (By event organiser or by Security contractor)
• Liaison with An Garda Siochana (Estate Services typically liaise on behalf of the event)
• An Escort may be provided for a VIP (in this case, usually a government minister or Ambassador)  from a campus entry point to the event site.

All events must comply with the UCD Consumption of Alcohol on Campus Policy, which governs the locations on campus where alcohol may be used. 

Licenced space includes:

• UCD Village “The Local”
• UCD University Club
• UCD Clubhouse Bar

To request a temporary alcohol permit, please (opens in a new window)complete this form (if you encounter any issues, please get in touch with (opens in a new window)estates@ucd.ie)