DCU Careers Service - Fair Terms and Conditions

Terms and Conditions for Employers attending DCU Careers Fairs and Events

Welcome to the DCU Careers Fairs. We look forward to working with you. To ensure a safe and successful event for all participants, please note that by registering, you are agreeing to the following terms and conditions. These form a binding agreement between DCU Careers Service and your organisation ('Exhibitor/Sponsor' or 'you')." If you are registering on behalf of another party, it is your responsibility to ensure that such party is aware of these terms and accepts them; by completing the registration you are warranting that you have made the party aware of these terms and that they have accepted these terms.

Booking and Payment Terms

Payment Terms:

Payments for all Exhibitors/Sponsorships are due within 30 business days of registering for the Fair. If payment has not been received by this date, we reserve the right to allocate your stand to the next organisation on the waiting list. Please email careers@dcu.ie if your internal process requires a longer payment period.
If there are any outstanding invoices from past Events, we will ask you to clear those before we are able to confirm your new booking.
All prices are exclusive of VAT, which will be charged at 23% at the point of payment or invoicing. VAT is payable by all organisations, regardless of the country they are based in, except if a VAT exemption certificate (VAT 56B Authorization) is held. If your organisation holds a VAT Exemption certificate, please email a copy to careers@dcu.ie, where a member of our team will liaise with you.
Employers who have not previously engaged with DCU must complete our New Customer Form in advance of their attendance at a DCU Careers Fair in order to get registered on our financial system to enable payments to be processed. This is a requirement of our Financial Services Division. This form will be sent to relevant employers.

Booking Policy:

Exhibitor bookings close three [3] weeks before each fair, after this deadline, if places are still available, DCU Careers Service can facilitate new exhibitor bookings until each event has reached capacity.
Due to print and design deadlines, exhibitor bookings received less than three weeks before the events are not guaranteed to be included in event promotional material (e.g., Fair maps, marketing material, floorplan, etc.)
Employers registered on the DCU MyCareer portal can book to attend our Careers Fairs via their MyCareer account. Please ensure that the correct contact details are provided at the time of booking. If these details change, it is your responsibility to inform us.
You are responsible for completing and submitting your booking form on MyCareer within our deadlines and ensuring that payment is made within the required timeframe. Bookings are not confirmed until payment details have been received.
We reserve the right to cancel a booking and withdraw any Employer from our Fair without liability if that Employer fails to comply with instructions given by us.
Places at our DCU Careers Fairs are limited and, as we seek to offer our students the most appropriate range of organisations at each Fair, we reserve the right to decline a booking request.

Cancellation & Refund Policy

Standard Cancellation: Should you wish to cancel your attendance or sponsorship, written notice is required at least 30 days in advance of the event in order to receive a full refund. Cancellation notices must be sent to careers@dcu.ie and DCU Careers Service will confirm the cancellation once received.
Late Cancellation and No-Shows: If cancellation is received in less than 30 days before the event, the Exhibitor/ Sponsor will be required to pay the full amount of the attendance fee or sponsorship package respectively. In the event of a no-show on the day of the Fair, the Employer will not be entitled to a refund and is obliged to pay the full cost.
DCU Careers Service is providing this event in good faith, however, all bookings are final once the 30-day refund window has passed.
Event Changes & Format: DCU Careers Service reserves the right to cancel, postpone, or move the event to a virtual format due to circumstances beyond its reasonable control (including government restrictions, venue closure, or public health emergencies).
Liability & Refund Limitation: In the event of such a change, postponement, or cancellation by the University, DCU shall not be held liable for any loss or damage, and no refunds will be issued for exhibitor attendance fees. Under no circumstances shall DCU be liable for any auxiliary costs incurred by the exhibitor, including but not limited to travel, accommodation, or the production of marketing materials.

Exhibitor Conduct and Stand Management

Professional Standards: DCU Careers Service reserves the right to deny admission or remove any individual who, at our sole discretion, engages in unethical, non-compliant, or unprofessional marketing practices.
Inappropriate Material: Exhibitors may not display or distribute collateral containing illegal subject matter, discourteous content, or imagery depicting nudity. This extends to any promotional items or activities deemed by the University to be inconsistent with its values.
Stand Provisions: DCU provides 1 x 4ft table and 2 chairs. No additional furniture or electrical outlets are available. Exhibitors are responsible for ensuring all devices are fully charged.
Permitted Equipment: Exhibitors are limited to bringing a pop-up banner not exceeding the exhibitor space (max 4ft wide) and standard marketing literature. All equipment must fit within the allocated footprint.
Staffing & Safety: A maximum of 4 staff members per stand is permitted at any one time. The display of weapons or hazardous materials is strictly prohibited.
Approval of Extras: Any additional equipment (e.g., video screens, photo booths) must be approved in writing by DCU Careers Service one month prior to the event.
Abandoned Property: All materials must be removed at the end of the event. Any items left behind will be deemed abandoned and disposed of at DCU’s discretion.
Enforcement: Non-compliance may result in the removal of materials or expulsion from the fair with no refund of fees.

Health and Safety Requirements

Venue Safety & Access: All equipment and materials must be stored safely and must not obstruct fire exits, walkways, or venue infrastructure. DCU and The Helix reserve the right to remove any materials deemed a hazard or that cause an inconvenience to other attendees.
Stand & Electrical Safety: Exhibitors are responsible for ensuring their setup complies with Irish Fire Safety and Health & Safety regulations. All materials (banners, cloths, etc.) must be fire-retardant. As mains power is not provided, any battery-powered devices must be in safe working order; the use of unauthorized extension leads or external generators is strictly prohibited.
Food & Allergens: Only small, pre-wrapped, "low-risk" promotional food items (e.g., wrapped sweets) may be distributed. "High-risk" foods (unsealed dairy, home-baked goods, or items requiring refrigeration) are strictly prohibited. Exhibitors must ensure all items are clearly labeled with allergen information; DCU and The Helix accept no liability for any reactions or illness arising from food provided by exhibitors.

Indemnity and Insurance

Each exhibitor must maintain valid Employer’s Liability and Public Liability insurance for the duration of the event. By accepting these Terms and Conditions, the exhibitor warrants that they hold such coverage and agrees to provide copies of insurance certificates to DCU Careers Service upon request.
The exhibitor agrees to indemnify and hold harmless DCU and The Helix against all claims, losses, or damages to property and injuries to persons arising from the exhibitor’s participation, including the setup and breakdown of stands. Neither DCU nor The Helix shall be responsible for any loss or theft of equipment or personal belongings incurred by the exhibitor or their staff, including within University parking facilities.

Data Protection (GDPR)

Compliance: Exhibitors are responsible for ensuring that any personal data collected from students or attendees during the event (via QR codes, lead capture apps, or physical sign-up sheets) is handled in full compliance with GDPR and the Data Protection Acts 1988–2018.
Lead Capture: DCU Careers Service does not provide student data to exhibitors. Any data shared by students is a direct arrangement between the student and the exhibitor; the exhibitor must provide their own privacy notice if requested by a participant.

Delivery & Storage of Materials

Exhibitor Responsibility: The delivery, insurance, and collection of all exhibition materials are the sole responsibility of the exhibitor.
Liability for Consignments: Any materials delivered to The Helix in advance of the event are sent at the exhibitor’s own risk. DCU and The Helix accept no liability for the loss, theft, or damage of items left unattended or delivered early.
Post-Event Collection: All materials must be packed and ready for collection immediately following the close of the fair. DCU cannot provide long-term storage for items awaiting courier pickup.

Sustainability & Accessibility

Venue Accessibility: To ensure the Fair is inclusive for all students, all walkways and fire exits must be kept completely clear of boxes, banners, and furniture.
Waste Reduction: In line with DCU’s Green Campus initiative, exhibitors are encouraged to minimize the use of single-use plastics and printed collateral. We strongly encourage the use of digital alternatives (e.g., QR codes) for sharing company information.
Travel: As DCU is well-served by public transport, we encourage exhibitors to consider sustainable travel options when visiting the campus.

For any queries related to the above, please email careers@dcu.ie

Last updated: May 2026