The below document aims to provide an overview of the steps and processes required when planning an event within TU Dublin. From developing the initial event concept to actualising your vision, the document will prepare you for all the steps required to get your event organised. 

Planning an Event PDF

There are several steps required for booking an event on a TU Dublin campus. Please take note of the following steps. 

If you are a TU Dublin staff member hosting an event, please refer to the internal Events on Campus Policy for further information. 

• Approval to host: All events require approval to be hosted on a TU Dublin campus. This involves the preparation of several documents including a proposal document and risk assessment. 
• Submit an enquiry form: You can find our enquiry form here, which you should complete in full for our team to review. 
• Request internal resources: Once your venue has been booked, the next step is to confirm the resources you require to support the event. This may include hiring security personnel, requesting support from IT Services, contacting the porter's desk for room set-up, acquiring caterers etc. 
• Confirmation of booking: The Event Enquiries team will send a confirmation email with all booking details for your review. 
• Preparation: Coordinate with the university's internal departments such as IT, security, catering as required. Ensure all event documentation is in order. Begin promoting the event and inviting attendees. Conduct a final venue walk-through prior to the event to ensure everything is in place.
• Day of the event: A detailed step-by-step guide for the day of your event can be found below.
• Post-event: Ensure you have a team for clean-up and where possible, collect feedback and follow up with the Events Enquiries team on how the event went. 

To host an event on one of TU Dublin's campuses, several documents must be prepared. These should be provided as soon as possible, with an absolute deadline of 2 weeks prior to the event for all documentation. 

• Event Proposal: Provide a detailed proposal outlining the purpose of the event, expected audience, logistics, and any support needed from the university. Also outline who will be managing the event.
• Risk Assessment:  Include a risk assessment covering safety, security, and any potential impact on campus operations.
• Budget: Provide a detailed budget if the event involves any financial expenditures or requires funding. Please include costs for out of hours access / porters / technicians / cleaners / etc as part of your calculations.
• Insurance: All events must be fully insured.
• Letter of Indemnity: The university requires a letter of indemnity for external events hosted on campus.
• License Agreement: To be signed by both the event organisers and the University. 
• Event Plan: After the event has received approval and the venue booking is confirmed, a detailed event plan should be provided. This should include the event's run sheet, contact information for the necessary vendors or resources being hired for the event. 

Social Media: If your event has relevance being communicated to the followers of the University’s official social media channels, then please contact the Social Media team in Brand & Marketing at least four weeks in advance so that this can be established, suitable imagery can be sourced, and social posts can be planned into the team’s content calendar.  You can contact them via email: social@tudublin.ie 

Staff Newsletter: If you would like to promote your event among TU Dublin staff, you can send details of the event with your request to update@tudublin.ie for inclusion in the weekly staff newsletter.

Media Support: For events which may generate media interest, you can contact the University Communications and Public Affairs team. This must be done at least two months in advance of your event by completing the Media Relations Support Request MS Form. 

The below document provides a guide to the steps you need to take on the day of your event to ensure it can run smoothly. From set up times to signage, to event protocols, use this as a reference point throughout your event to ensure you are completing all relevant steps.

Event Day Procedures PDF

When booking a venue, ensure you have given yourself enough time before and after the event to set up and dismantle any decorations, vendors or equipment required throughout the event. Ensure any signage that is placed around the campus prior to the event is also removed once the event is over. 

It is important to remember that the university remains active and busy for much of the year, so times and spaces need to be respected accordingly.

For conferences and international events, ensure flag protocol is followed. The Irish flag needs to be positioned behind and to the right of the President or main speaker in the position of honour. Other flags should go on the left-hand side.

TU Dublin offers an interactive campus map using our digital wayfinding app. The app is designed to help visitorys, staff and students alike navigate their way around our University campuses with ease and reliability. 

Links to specific buildings and rooms on the map can be shared with event attendees ahead of your event to help them locate the venue on the day.

Start exploring our maps below:

If you have any difficulty navigating our maps, our helpful guide below can bring you through using the app in greater detail:

A Guide to navigate around our University using Digital Wayfinding

Below is a list of links and emails for contacting different departments within the University who you may wish to consult as part of your event preparations.

• Safety and Security: TU Dublin's Safety Hub
• Estates and Porters: Campus & Estates Hub
• IT Support: TU Dublin Technology Services or email itsupport@tudublin.ie 
• Third Party Resources: Procurement (for University staff only)
• Sustainability: TU Dublin's Sustainability Department
• Event Branding Support: Email marcomms@tudublin.ie to arrange TU Dublin related branding 
• Social Media: Email social@tudublin.ie