Booking form

APPLICATION FOR THE HOLDING OF AN EVENT, RECEPTION OR PARTY IN COLLEGE

Arrangements for bookings
Food and Drink Regulations

This form must be submitted FIVE WORKING DAYS (i.e. for an event to take place on a Thursday this form must be submitted no later that the preceding Thursday, and so forth) IN ADVANCE
Name of Organising School/Dept/Club/Society
Event Organiser Name
Phone number (mobile)
Email Address
Date of event (dd/mm/yy)
Nature of Event
(Is the event solely a reception, or is there to be a lecture, class, demonstration, debate etc in addition to a reception? Please describe the activity.)

 Accessibility
To ensure consideration for appropriate event accessibility, please complete this linked form and input the results in the below field:
Location of Event
Number of Participants
Number of Event Staff
Preparation Time From Preparation Time To
Event Time From Event Time To
Please List any Special Guests or VIPs

 Food & Drink
Is food being served? Yes No
Is alcohol being served? Yes No
Are you using external caters? Yes No
If an approved caterer, please provide the name
If not an approved caterer, who are the caters?

If the event is not being catered by one of the approved caterers a HSE Certificate must be presented to Ms Moira O'Brien, Catering Manager, at least 5 working days before the event.

PARTY/EVENT OTHER THAN IN STUDENT'S PRIVATE ROOMS

All Clubs and Societies should note that a deposit may be requested to be lodged with the Enquires Office prior to any event/reception request being submitted.  Each Club or Society is liable for security costs and charges which arise from the use of venues in College
PARTY/EVENT IN STUDENT'S PRIVATE ROOMS
  • Residents are responsible for any damage done or excessive noise resulting from a party held in Residential room. They are also responsible for the cleanliness and good order of their rooms afterwards, and for the behaviour of their guests as they leave the party. Problems have arisen when parties are visited after public house closing time. DO NOT ADMIT SUCH GUESTS
  • In particular residents holding parties which cause disturbance to other residents in College, or which are observed continuing after 11.30pm, will be fined a minimum of €30
  • Numbers attending parties in residential rooms must not exceed: 8 persons in single sets; 16 persons in double/treble sets. These numbers are subject to approval of the College Fire Officer.
  • Please note that larger gatherings may be held, with the Junior Dean's permission, in certain public College rooms. Applications must be made to the Junior Dean, or one of the Assistant Junior Deans at least FIVE WORKING DAYS IN ADVANCE.

The attention of organisers of events is drawn to the "General regulations and information" section of The University of Dublin Calendar, pages H18-22.

List of requirements for external caterers; (Food and Drink Regulations) Special attention is drawn to the following:

  • The caterer must have a HSE Food Hygiene Certification, which is to be approved by the College Catering Manager a minimum of 5 working days prior to the event. If you are planning an event, it is always advised to submit your application as early as possible to allow for potential issues to be rectified. Two weeks notice in advance of any event is preferred.
  • The food is prepared and cooked off site.  No naked flames (oil/candle food warmers) may be used to keep food hot:  an electrically powered unit is acceptable.
  • No steam is generated that is likely to set off the fire alarm.
  • In the GMB, the Debating Chamber will not be used for eating, storing or preparing food
  • The Caterers must remove all waste from the event location and College after the event.

Please note that all parties in residential rooms on campus must end not later than 11.30pm. Other events must finish by 10.00pm, or when the building normally closes. The serving of alcohol must be in accordance with the College Alcohol Policy.

The Junior Dean will not consider any form which has not been completed in full.

Posters for events must be placed only on College notice-boards. Those who litter College with posters elsewhere face a fine.

It is Trinity Policy that smoking, including E-cigarettes, is prohibited within all residential buildings. This includes all bedrooms, kitchens and recreational spaces. In addition, the College has prohibitions on smoking in external areas of the campus. For more details, see the Healthy Trinity: Tobacco Free Trinity initiative.

 

Agreement of terms and conditions

I confirm that I have read the event checklist, including the Food and Drink Regulations and College Alcohol Policy, and agree to abide by the College regulations in hosting this event.

 

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