Event Management

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Event Management

All events held on University of Galway campus must be planned, managed and delivered in accordance with the University's Event Management and Event Safety Policy (QA123).

An Event can be defined as any occasion of importance or significance involving the attendance of numerous people for a specific purpose related to university activity, business or community involvement. Events on campus assume many diverse forms including but not limited to: exhibitions, ceremonies, fairs, launches, receptions, state visits, festivals, commemorations, banquets, concerts, celebratory gatherings, conferences, open days, orientations, accreditations, summer schools, fundraising and sports or recreational events. Workshops and staff meetings are considered "business as usual" if being held in venues purpose built for such event types and require no setup arrangements through Buildings and Estates.

At the outset of planning an event, assign an Event Controller. This person will have ultimate responsibility for the management and safety of the event, and is responsible for all communication with Buildings and Estates.

Please ensure to:

Read QA123 Event Management and Event Safety Policy
Fill out this Meeting Room/Events Booking Request Form
‌Complete the ‌Event Controller Responsibilities Acknowledgement Form
Complete the Risk Matrix to determine risk category
Book your venue allowing sufficient time for setup and takedown
Complete Event Management Plan and Risk Assessment
Complete ‌Venue Set Up Checklist in relation to venue setup
Complete Sustainability Checklist in relation to sustainability
Submit all completed documents to space@universityofgalway.ie with the required timelines below:

	Low Risk	Medium Risk	High Risk
Event Management Plan and Risk Assessment	Must be submitted to Buildings and Estates two weeks in advance	Must be submitted to Buildings and Estates one month in advance	Must be submitted to Buildings and Estates three months in advance
Events Checklist	Must be submitted to Buildings and Estates two weeks in advance	Must be submitted to Buildings and Estates one month in advance	Must be submitted to Buildings and Estates three months in advance
Approvals	Approval in principle within two weeks	Approval in principle within one month, along with appropriate feedback	Approval in principle within eight weeks, along with appropriate feedback

Art Exhibitions:

The content and detail of all art exhibitions will be submitted to the Arts Office for initial review and the Arts Office will subsequently offer a recommendation to Buildings and Estates. Please read the Art Exhibition Procedure for further information.

Commercial Events:

Any external events not related to the academic term that are being held on campus should contact the Commercial Services Office

Information re Specialist Audio Visual Support for University Events CON433

Bailey Allen and the Cube

If you are using the Bailey Allen Hall or the Cube for an event please ensure you read the protocol for the safe use of lighting hoists and frames‌