Events permission application checklist

This checklist is provided to assist you in planning an event and applying for permission to host an event or party in College, in accordance with regulations.

To assist the Junior Dean in assessing an event application, it is the responsibility of the event organiser to do the following:

1. Application Form:

Complete the Junior Dean’s on-line event application form, giving all the relevant details. Submitted forms are initially received and checked by the Enquiries Office. The event details are then reviewed by Estates & Facilities (E&F). Once the event details have been checked and arrangements agreed by E&F, the event request will be sent to the Junior Dean to request the final permission to proceed. Note: incomplete forms will be rejected.

For routine events (e.g. tea/coffee/wine receptions), the event organiser must ensure that the event application form is submitted at least 5 working days prior to the event. However non-routine events (e.g. events open to the public, music concerts, outdoor activities, fundraising events, use of external contractors/suppliers) will require a minimum of 10 working days’ notice prior to the event. They will also be subject to approval of an Event Management Plan.

2. Venue for the Event:

The organiser may contact the Enquiries Office (enquiries@tcd.ie ) to reserve rooms/venues via their CMIS booking system.

3. Catering:

If the event involves catering, the event organiser can either use the College Catering Department or a College approved caterer.

However, if the event organiser wishes to use an external caterer that is not from the approved list, the event organiser must provide evidence to the Enquiries Office (enquiries@tcd.ie) that the caterer has been checked and approved as follows:

• The event organiser must obtain a HSE Catering Certificate from the external caterer, and submit this to the Enquiries Office at least 10 working days’ prior to the event, for review and approval.
• The event organiser must obtain the following insurance information and send it to the Enquiries office at least 10 working days’ prior to the event, for their review and approval:
  • ‘Each and every service provider, contractor, caterer, hiring company etc. should provide evidence of their insurances as set out below:
    • Public Liability: Not less than 6.5m Euro any one event with a specific indemnity to Trinity College Dublin.
    • Employers Liability: Not less than 13m Euro any one event.
    • Caterers should also provide evidence of their Products Liability insurance not less than 6.5m Euro’.

More information is available at:Event Support

NOTE: Food & Drink Regulations and the College Alcohol Policy: The event organiser must ensure that all attendees adhere to the rules and regulations contained in these policies.

Special arrangements are now in place for those organising Bake Sales.

4. Facilities/Attendant Staff/Security Issues:

Event permission is subject to the availability of Estates and Facilities staff for the supply of services for the relevant venue. The event organiser must liaise with the Enquiries Office (Trinity Enquiries, enquiries@tcd.ie) regarding possible costs for the over-time and service charges which may need to be applied depending on the timing and nature of the event.

To book a venue the following details are required:

a) Nature of the event

b) Numbers attending

c) Confirmation of public or College attendees

d) Date and times

e) Reception

f) Additional/special requirements e.g. use of the concourse area, tables, microphones, additional rooms for poster boards etc.

The Enquiries Office will liaise with Estates and Facilities (E &F), who will calculate the costs for the associated services which are considered chargeable due to staffing requirements out of normal hours, additional cleaning, attendant services, numbers attending the event etc. The event organiser must raise a PO for the amount to E&F. Instructions for same are issued by the Enquiries Office.

5 Safety and Insurance Issues:

If the event is non-routine (e.g. public event, music concert, outdoor activity, fundraising event) or if the event involves the use of an outside contractor or supplier, the Enquiries Office will normally advise the event organiser that Estates and Facilities require an Event Management Plan & Risk Assessment (Available from the Enquiries Office(enquiries@tcd.ie)). The completed Event Management Plan should be sent to the Enquiries Office at least ten days in advance. The Enquiries Office will liaise with the appropriate sections regarding the event arrangements as proposed in the submitted EMP & Risk Assessment. The event organiser may also contact the College Safety Officer and/or TCD Insurance to obtain their advice and clarify the relevant safety and insurance requirements for the proposed event.

Please review the safety and insurance requirements regarding ‘non-routine’ events here.

Note: It is the event organiser’s responsibility to organise:

• Appropriate stewarding in place for the event.
• Appropriate insurance in place for the event, at least 10 working days prior to the event

THE EVENT ORGANISER SHOULD NOTE: FAILURE TO COMPLETE STEPS 1 TO 5 ABOVE WILL EITHER DELAY AND /OR DENY THE EVENT BEING APPROVED TO PROCEED.

_____________________________
Junior Dean’s Office

26th September 2016