Conditions of Hire
1. Booking Confirmation
All bookings must be confirmed in writing to the Room Bookings Office. Until written confirmation is received, all bookings are considered to be provisional. Written confirmation implies that you have read and understood the conditions of booking laid out in this document.
For confirmation purposes, there are two types of room booking:
- Room Bookings for which a charge does not apply: in this case written confirmation must arrive to the UCC Room Bookings Office 4 weeks prior to your event. This written confirmation will secure your booking for your event.
- Room Bookings for which a charge does apply: in this case written confirmation must arrive to the UCC Room Bookings Office 4 weeks prior to your event. This written confirmation will secure your booking up to 2 weeks prior to the event only. The full cost of room hire and associated services (e.g. security, cleaning) must be paid at least 2 weeks prior to your event to finally secure your booking. Should your organisation have a difficulty meeting this deadline, the Room Bookings Office should be contacted to make special payment arrangements. If the Room Bookings Office does not receive payment at least 2 weeks prior to the event and if there is no special payment arrangement in place, then it will be assumed that the event is not taking place and your booking may be allocated to another group. The Room Bookings Office is not obliged to notify you in this case.
Cancellation of your event must be notified in writing to the Room Bookings at least 4 weeks prior to the event. Any money already paid is refundable at this stage. However from four to two weeks prior to the event, only 50% of money already paid is refundable, and any time after this money paid is non-refundable. Any service cost incurred by the university due either your failure to cancel your event, or the late cancellation of your event (Security Staff on overtime, cleaning etc.), will be billed to you.
If a charge does not apply to your event, the cancellation of your event must be notified in writing to the Room Bookings Office at least four weeks prior to the event. Any service cost incurred by the university due either 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 hirer 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.
Please Note: Special Safety arrangements must be applied to large halls fitted out with loose seating in concert/conference mode. Layout must be undertaken by General Services as loose seating must be tied together in groups of 5 and aisles of adequate width and location must be provided.
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 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.
Please note: 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 the disabled. 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.
Please note: Due to the constant changing nature of campus, on going building development and associated restrictions, it is imperative that you meet with the General Services Officer prior to your event.
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 security staff and additional cleaning.
A service charge applies for security staff if:
- A building is opened specially for a particular event - in other words this building would otherwise be closed
- A security staff member is on duty especially for a particular event
- The configuration of a central teaching or meeting room or restaurant area needs to be changed or a large hall needs to be fitted out in conference/ concert mode
- If the nature of an event requires extra security staff to support/monitor the event
- If an event taking place in the University commences prior to 08.30 hrs or goes on past 22.30 hrs Monday - Friday.
- If an event taking place in the University commences prior to 08.30 hrs or goes on past 22.00 hrs Weekends and Bank Holidays.
- Any other circumstance which requires extra security staff on duty, or security staff dedicated to an event.
A service charge applies for additional cleaning if your organisation requires cleaning additional to the regular cleaning schedule. 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.
- The event is of a nature that additional cleaning is essential to the successful presentation of the event.
- Any cleaning required after the event to restore the room to it's 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 by the University. The event organiser shall be permitted to advertise the venue of the event at the University; however, any other use of the University's name, symbol, trademark or logo is strictly prohibited..
It is the responsibility of the event organisers to create signs to indicate the location of their event on campus if required. If these are delivered to the Room Bookings Office at least one day prior to the event, then the Room Bookings Office will pass them onto the Security Staff who will ensure that they are placed in suitable locations on the University campus.
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. 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.
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 (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.
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.
Visitors bringing their vehicles to UCC can use the University Car Park at Perrott's Inch and Perrott's Avenue. Access is granted on a first-come-first-served basis, and visitors must pay to exit from the car park (hourly fee). Vehicles must only be parked in clearly marked spaces. Illegally parked vehicles may be clamped.
A small number (6) of visitor car parking spaces are provided adjacent to the Security Centre at the vehicular entrance to the main campus on College Road. These parking spaces are for VIPs or are to be used in situations where central campus parking is essential. This parking should be prearranged with the General Services Office at UCC (021-4902265). At least 24 hours notice must be given to the General Services Office.
Please Note: 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 disability 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 disability.
14. Audio Visual Equipment
The standard Audio Visual equipment in central teaching and meeting rooms is an Overhead Projector and Screen. Should you require additional equipment to the Overhead Projector and Screen for your event, you must contact the Audio Visual department at UCC (021-4902596). Charges may apply for Audio Visual 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.
15. Flip Charts
Stands (not paper) for flip charts can be booked in advance of your event from the Room Bookings Office. These stands are available on a first-come-first-served basis.
Where requested by UCC, the Licensee shall put and keep in place, for the duration of the use of facilities at UCC to cover the use by the Licensee and all employees and invitees of the Licensee of the said facilities, policies of employers liability and public liability insurance in the sum of €12.7 million and €6.37 million respectively with a specific indemnity in favour of UCC endorsed on said policies. Copies of the policies shall be furnished to UCC forthwith on request.
17. 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.
18. 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.
19. 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.
20. 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 Services Supervisor at Ext. 2266, or if calling from a Mobile 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 security staff 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.
21. Accidents/Dangerous Occurrences
Please report to the General Services Supervisor on duty so that the relevant forms may be completed prior to leaving the precincts.
Contact Telephone Numbers:
- Room Bookings Office - 021 - 4903588 / 4903634
- General Services Office - 021 - 4902265
- General Services Supervisors - 021 - 4902266
- Audio Visual Services - 021 - 4902596