Quick Reference Guide to Events on Campus

Download the Quick Reference Guide to Events on Campus with clickable links for more details.

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, making sure to allow sufficient time for your own setup and takedown for the event.

After you have received confirmation of your booking:

• Complete Event Management Plan and Risk Assessment
• Complete ‌Venue Set Up Checklist in relation to venue setup
• Complete Sustainable Event Checklist in relation to sustainability. (Note:  Always include a PDF version of the Sustainable Event Checklist with your Event Management Plan for event approval).

Planning/Proposing an Art Exhibition:

All applicants wishing to mount temporary art exhibitions must first submit a proposal to one of the following;

1.1 Their head of unit if it is an internal academic, research or support services led exhibition.

1.2 The Arts Officer if it is an exhibition held in partnership with the Arts Office or as part of festivals organised by the Arts Office.

1.3 The Societies Officer if it is a Societies exhibition.

1.4 The Commercial Services Office if it is part of a commercial event booking on campus.

1.5 The Buildings & Estates Office if part of the Galway International Arts Festival programme.

The proposal should include the following:

• Name of Exhibition;
• Duration;
• Artist(s) Name;
• Designated Sponsor (if different from Artist);
• Number and size of items;
• Photographic evidence of the exhibition content or a detailed written description of the work if the exhibition content is not yet completed;
• Proposed methodology and means of installation;
• Details of any supports services required;

A minimum of one month is required to consider such requests.

Commercial Events:

Any external events not related to the academic term that are being held on campus should contact the Conference & Event Centre - University of Galway.

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

Event Set-Ups