Society Booking Guidelines

• -Recognised Societies can book rooms between 1-2pm and after 5pm. Academic bookings take precedence and therefore peak teaching hours are unavailable
• - Auditors or a nominated committee member must fill out a booking form at Campus Services before being allocated a room or stand. No bookings can be taken by email or by phone, as a signature is required for insurance purposes.
• - This form must contain the dates and times requested a signature from the auditor or designated committee member, and must inform us if an alcohol permit is necessary. Any special arrangements such as VIP attendance should also be made known at this time.
• - Societies are encouraged to book at least 7 days in advance to avoid disappointment.
• -The booking form will be handled within 48 hours
• - The onus is on the society to contact either Room Allocations or Campus Services to find which room has been allocated to them. This is due not only to the high volume of society requests, but the high number of academic queries to be met on any given day.
• - An alcohol permit is required for all drinks receptions. This must be filled out for the attention of the Services manager for that building.
• - Alcohol may not be consumed in any shared classroom or theatre.
• - The cleaning deposit can be returned provided the room is left in an acceptable condition. Arrangements for the disposal of waste used during or after an event should be made with the Services manager for that building.
• - Please note that drinking (without an alcohol permit) and smoking are not permitted in any circumstances. These measures are in place to ensure the health, safety and welfare of all building occupants. The onus is on the auditor or captain to ensure that these regulations are adhered to.
• - The UCD policy governing the consumption of alcohol on campus stipulates that no more than 2 drinks per person be served at any drinks reception.
• - Fire and safety requirements regarding the usage of rooms must be strictly adhered to e.g. Fire exits must be kept clear.
• - When planning a large event please provide detailed information as far in advance as possible.
• - When booking a stand, one is entitled to a single table and backboard. This ensures fair distribution of stands.
• - There may be instances where we have to cancel or refuse a booking if it is in the interests of the College, e.g. should an academic event need the room. However, we will endeavour to provide alternative accommodation should this arise.
• - The onus rests with the event manager to confirm with Campus Services whether the booking has been made.

Downloadable Society Booking Form
Please print, complete and submit to Campus Services, located at lower ground level of the Agriculture Building

Downloadable Alcohol Permit
Please print, complete and submit to Campus Services, located at lower ground level of the Agriculture Building.