Conditions of Hire
1. Booking Confirmation
All booking applications must be made in writing, via email to the Room Bookings Office at least 4 weeks prior to your event. By applying, you confirm that you have read and understood the conditions laid out in this document.
Cancellation of your event, whether there is a room hire charge or no room hire charge, must be notified in writing, via email to the Room Bookings Office at least 4 weeks prior to the event. Any service cost incurred by the university due either to your failure to cancel your event, or the late cancellation of your event (Security Staff on overtime, cleaning etc.), will be billed to you.
3. Room Layout
The client is not permitted to change the layout of centrally booked lecture and meeting rooms. By prior arrangement with Security Staff, through the Room Bookings Office, the layout of the Aula Maxima (and in special circumstances, other teaching/meeting rooms) can be custom configured for your event. In some cases, a charge will apply for this service. Layout information must be supplied to the Room Bookings Office when booking your event. In these cases, it will be the responsibility of Security Staff to convert the layout to its next configuration.
Special Safety arrangements must be applied to large halls fitted out with loose seating in concert/conference mode. Room layout arrangements are undertaken by the General Services Security Staff only, who comply with UCC Health & Safety Procedures.
It is not permitted to remove furniture from University rooms or to move furniture from one room to another under any circumstances. If you encounter difficulty with furniture in a centrally booked lecture or meeting room, please contact the General Services Security Staff immediately.
4. Food/Drink Consumption & Smoking
Smoking is prohibited internally in college buildings.
It is not permitted to consume food and/or drink in University rooms.
In exceptional circumstances, catering may be ordered to a centrally booked lecture or meeting room from the university caterers (Kylemore Catering: 021-4902675). It is then the responsibility of the group using the room to prepare the catering materials for collection by the caterers. In the case of the latter tables and catering points including electrical supplies to same may not reduce the effective width of the escape route, encroach on exits or constitute trip hazards or danger to building users.
Prior to entering into any catering arrangement for centrally booked lecture or meeting rooms, confirmation must be sought from the Room Bookings Office as to the feasibility of accommodating catering in or outside of the room.
5. Room Condition after Event
It is the responsibility of individuals/groups to remove all materials brought to a room for an event (for example, posters, hand-outs, flower arrangements etc.). Individuals/groups will be invoiced for any additional cleaning/waste disposal costs caused by their event.
6. Special Requirements
Should you have any special requirements for your event (for example, disabled access requirements etc.) these must be discussed with the Room Bookings Office at the time of booking to assess feasibility as a number of the central teaching facilities in the older buildings are unsuitable for people with disabilities. If special requirements come to light less than four weeks prior to the event, then the University cannot guarantee that such requirements will be met, and will not be held responsible for any resulting circumstances.
Due to the constant changing nature of campus, ongoing building development and associated restrictions, it is imperative that you meet with the General Services Duty Officers prior to your event if you have any special requirements.
The organisers of an event shall be liable for any damage resulting from the event to furniture, fittings, fixtures, equipment or any other property of University College Cork.
8. Service Charge
There are two possible service charges (in addition to room booking charges where applicable) relating to the booking of central lecture and meeting rooms. These are for (1) security staff and (2) additional cleaning:
(1) A service charge applies for security staff if:
- A building is open outside of its normal opening hours.
- Any circumstance where extra security staff is required due to the nature of the event.
(2) A service charge applies if additional cleaning if requested by your organisation.
This could arise when:
- The event is taking place in the evening and the most recent cleaning will have taken place before 9am that morning.
- The cleaning tasks to be undertaken for the event are additional to the regular scheduled cleaning tasks.
- Any cleaning required after the event to restore the room to its pre-event condition
9. Advertisement and Signs
Where an event is taking place in the University, University College Cork expressly prohibits any organisation from inferring in any advertisement or otherwise that the event is organised or endorsed in any way by the University. The event organiser shall be permitted to use the name of the University solely in the context of stating the venue of the event. Any other use of the University’s name, symbol, trademark or logo is strictly prohibited.
It is the responsibility of the Event Organiser to ensure that any advertisements or signs for the event are removed in compliance with the Litter Pollution Act, 1997. University College Cork does not accept responsibility or liability for any advertisements or signs which contravene The Litter Pollution Act 1997 and any fines received by the University in this regard shall be remitted to and discharged by the Event Organiser.
10. Start and End Times of Events
It is the responsibility of groups and individuals to supply the correct start and end times of events (for each day of the event) to the Room Bookings Office. These times determine the opening and closing times of the rooms booked and possibly the building in which the room is located.
11. Event Set-Up / Set-Down
Equipment may not be left overnight in central teaching rooms unless by prior arrangement. Please discuss with the Room Bookings Office at the time of booking but note very limited opportunities will exist in this regard. Equipment and combustible materials may not be left unattended in circulation / escape routes either prior, during or after events. Please note University College Cork does not accept responsibility for any loss or damage to your equipment.
12. Guest Speakers / VIPs
It is the responsibility of the organiser to inform the General Services Office if there is any possibility of controversy/protest/civil disorder in relation to the event or any participants.
Visitor car parking on campus is very restricted. Consequently, visitors are encouraged where appropriate to use public transport or taxis. It is the responsibility of event organisers to notify participants of the parking situation. Parking facilities can be viewed on https://www.ucc.ie/en/discover/visit/parking/
Illegally parked vehicles may be clamped.
Visitors who are unable to obtain parking on the campus are requested to pay due regard to the access needs of the residents in the area surrounding the campus. Prepaid disc parking controls operate on most of the on street parking in this area.
Visitors with disabilities are permitted to access campus whenever possible on request at the vehicular entrance to the main campus. A number of designated marked spaces on campus are solely for the use of people with disabilities.
14. Audio Visual Equipment
Should you require additional technical equipment or advice for your event, you must contact the Audio Visual Media Services at UCC (021-4902596 or firstname.lastname@example.org). Charges may apply for Audio Visual Media services.
It is advised to contact the Audio Visual Services prior to your event to ensure all the audio visual equipment is in working order.
Wi-Fi login information can be requested for your booking by contacting the Room Bookings Office at email@example.com or 021 – 490 3588.
16. Flip Charts
Flip-chart stands (not paper & pens) can be booked in advance of your event through the Room Bookings Office. These stands are available on a first-come-first-served basis.
You shall put and keep in place, for the duration of the use of facilities at UCC to cover the use of the facilities by you and your employees and invitees, policies of employers’ liability and public liability insurance in the sum of €13 million and €6.5 million respectively with a specific indemnity in favour of UCC endorsed on said policies. Copies of the policies shall be furnished to UCC at least 7 days in advance of the event. Please note that the University accepts no responsibility for loss or damage to property whilst on campus.
18. Exhibition and Registration Desk Space
Due to Fire and Safety regulations the availability of such space in circulation routes/ escape routes outside central teaching and meeting rooms is limited. If you require such facilities, please discuss this with the Room Bookings Office at the time of making your booking.
19. Safety Procedures
There is a Fire Action notice affixed to the wall adjacent to the lectern of every central teaching and meeting room in UCC. This notice outlines the procedure to be followed if the fire alarm operates. It is the responsibility of every group facilitator/lecturer to draw the attention of the group to the notice. Please find a copy of this notice enclosed. This should be read to your group, inserting the correct Assembly Area from the notice on the wall of the room booked. Emergency exits should be pointed out to participants before the event or session begins. Aisles and exit doors must be kept clear at all times.
Electrical cables or other trip hazards shall not be run across escape routes.
20. Capacities of Central Teaching and Meeting Rooms
Each central and meeting room has a maximum capacity. This is the maximum number of people that should be in the room at any given time. It is not permitted to exceed this capacity. Standing or sitting in the aisles or placing of briefcases/luggage in aisles is prohibited.
21. Service Requirements / Reporting difficulties with Rooms or Room Bookings
Should you experience difficulties with central teaching/meeting rooms, or with your booking on the day of your event, the first step is to make your difficulty known to the closest Security point. Security staff will then attempt to resolve your difficulty as quickly and efficiently as possible.
If a Security staff member is not at the Security point, contact a General Service Duty Officer at tel. 021-4902266.
On the next working day after your event, you should report your difficulties to the Room Bookings Office. The Room Bookings Office, in consultation with the General Service Duty Officers on duty at the time of your event, will attempt to establish the cause of your difficulties, and will take any action required to ensure that further difficulties are not encountered.
22. Accidents/Dangerous Occurrences
Please report to the General Service Duty Officers on duty so that the relevant forms may be completed prior to leaving the precincts.
Contact Telephone Numbers: -
Room Bookings Office 021 - 4903588 / 4902123
General Services Office 021 - 4902265
General Services Supervisors 021 – 4902266/2722
Audio Visual Media Services 021 – 4902596
If you are in breach of any of the conditions herein contained, then the University may immediately terminate this Agreement, but without prejudice to any claim in respect of any antecedent breach of any condition herein contained.