Events Policy

Dublin City University (hereinafter the ‘University) has a legal duty to conduct its affairs  in accordance with its obligations under legislation, including but not limited to, the Universities Act 1997 and the various Health and Safety Acts.  

The purpose of this policy is to set out arrangements for the approval and management of events that are organised on University campuses, or at a University-branded event at any location. The University has put in place this policy so that it can fulfil its legal obligations; maintain its commitment to protecting and promoting academic freedom; organise, manage, and control events safely; and safeguard its reputation.

The policy applies to the management of events that are organised on University premises, or at a University-branded event at any location. This includes events organised by: 

a) Faculties and Schools;

b)  Research Centres;

c) Professional Support Units;

d) Wholly owned University Campus Companies; and

e) Any third-party utilising University space. 

This policy does not apply to: 

a) the DCU Innovate Hub Campus; 

b) Activities organised on a commercial basis through UAC Management DAC (The Helix).

1)The University preserves and promotes the traditional principles of academic freedom in the conduct of its affairs and does not seek to restrict academic freedom through this policy.

2) The University retains the right to manage and control all events including the granting of permission to hold an event and / or imposing conditions on the holding of events. 

3) For approval purposes it is expected that the majority of events will be straightforward and these can be approved and handled entirely at a local level. Any events that require support additional to that which can be provided by the Event Organiser’s unit, or that require further consideration for whatever reason, require the submission of an Event Notification Form to the Estates Office a minimum of 10 working days before the planned event.

4) Issues to be considered when planning events are:

a) Safety, Security, and Risk Management (including insurance)

b) Operational and Resource Management

c) Financial Management and Fees

d) Inclusivity and Accessibility

e) Communications and Public Relations

5) The University may require certain conditions to be met before the event can be approved to proceed which may include:

a) Recouping the additional costs for hosting the event;

b) Varying the time and location of the event from the option preferred by the Event Organiser;

c) Requiring the Event Organiser to submit a risk assessment, event management plan, and/or a security plan for the event; 

d) Requiring a different person to chair the event; 

e) Requiring that entry is limited to students and staff or requiring registration and tickets;

f) Requiring an advance copy of any guest list;

g) Placing restrictions on numbers;

h) Enhanced security arrangements;

i) Details on how the event is to be advertised; 

j) Attendance of specified University representatives at the event; 

k) Requesting a running order and script of what is likely to be said in advance and requiring an undertaking that these are adhered to; 

l) Briefing the chair in advance to make clear their responsibilities under law and/or University policies;

m) Restricting what materials are available at the event; and

n) Any other conditions the University deems appropriate. 

6) The University may refuse to allow an event to go ahead on stated grounds.

The Event Organiser is responsible for: 

a) Providing sufficient information about any event that the Event Organiser is organising to their Head of Unit so that the Head of Unit may determine whether or not an Event Notification Form is required. 

b) Where applicable, submitting an Event Notification Form to the Estates Office a minimum of 10 days before the planned event with the relevant level of detail and any required documentation;

c) Assisting the University in meeting its statutory duties by providing relevant information and complying with the provisions of this policy;

d) Assessing the event (to include speakers and likely attendees) to ensure adherence to University policies, including the Dignity and Respect at Work and Study Policy;

e) Confirming that the relevant Head of Unit is aware of an event and that the unit is sponsoring the event. If an event is not sponsored by a Head of Unit, the holding of the event on an exceptional basis may be considered by the Chief Operations Officer;

f) Ensuring that the relevant budget holder has, or budget holders have, committed to cover the costs of holding an event. When determining such costs any recharges arising under this policy must be taken into account. Where necessary budget commitments are not in place, the Event Organiser is responsible for adjusting the event plan or cancelling the event accordingly;

g) Attending an operational planning meeting in advance of the event if one is convened by the Director of CME (or their nominee), the Director of Estates (or their nominee), the Health and Safety Manager (or their nominee), and/or the Chief Operations Officer (or their nominee); and

h) Implementing any actions required by the Director of the Communications, Marketing and Events (CME) Department, the Director of Estates, the Health and Safety Manager, or the Chief Operations Officer made under this policy.

i) Adjusting or cancelling a planned event based on the determinations of the Head of Unit, the Director of CME (or their nominee), the Director of Estates (or their nominee), the Health and Safety Manager (or their nominee), and/or the Chief Operations Officer (or their nominee). 

The Head of Unit is responsible for: 

a) Determining whether an event can be supported based on the unit’s own resources, or whether an Event Notification Form should be submitted  because additional support is required or because further consideration is required for any reason. 

b) Confirming whether or not the unit is sponsoring an event being organised by a member or members of that unit; and

c) Escalating queries to: 

i) the CME Department if there is reason to be concerned that a planned event poses a risk to the reputation of the University; 

ii) Estates where if an event cannot be organised effectively without additional support; and/or

iii) the Health and Safety Office if an event cannot be organised safely without additional support and advice. 

The Estates Office is responsible for:

circulating the Event Notification to all relevant parties across the University including Communications, Marketing and Events and the Health and Safety Office to assess the requirements and nature of the event. 

The Director of the Communications, Marketing and Events (CME) Department (or their nominee) has authority to: 

a) Convene an operational planning meeting in advance of the event; 

b) Require or recommend appropriate mitigation or safeguards to protect the reputation of the University; 

c) Recommend services to the Event Organiser to maximise the benefits to the University from holding the event; and

d) Determine whether an event poses an unacceptable risk to the reputation of the University. 

The Director of Estates (or their nominee) has authority to: 

a) Convene an operational planning meeting in advance of the event; 

b) Require or recommend appropriate mitigation or safeguards where necessary for operational or security reasons;

c) Determine whether an event should receive dedicated support from the Estates Unit; 

d) Alter the proposed location of an event for operational reasons; 

e) Recharge the sponsoring school or unit for any services provided by the Estates team or to recover the additional costs incurred by DCU as a result of holding the event, therefore requiring that such recharges be taken into account by the Event Organiser when determining the budget for the event; and

f) Refer matters to the Health and Safety Office if there is reason to be concerned that a planned event poses an unacceptable risk to the health, safety and wellbeing of the University community or members of the public.

The Health and Safety Manager (or their nominee) has authority to:

a) Convene an operational planning meeting in advance of the event; 

b) Require or recommend appropriate mitigation or safeguards to protect the health, safety and wellbeing of the University community or members of the public; and

c) Determine whether the event poses an unacceptable risk to the health, safety and wellbeing of the University community or members of the public. 

The Chief Operations Officer (or their nominee) has authority to: 

a) Convene an operational planning meeting in advance of the event; 

b) Determine, for any reason, whether or not an event may go ahead or whether conditions should be placed on an event in an instance of an event being referred to them for consideration; 

c) Act as the sponsor of an event if no Head of Unit is in a position to act as the sponsor; 

d) Determine whether a planned event is likely to result in criminal or civil law being broken; and

e) Consider appeals to a decision of a Head of Unit, the Director of CME, the Director of Estates, or the Health and Safety Manager made under this policy. Any appeal submitted must state clearly the grounds on which the appeal is made. 
 

In the event of non-compliance with this policy, appropriate sanctions may be taken including, but not limited to: 

a) Restrictions on the planning or hosting of future events;

b) For any DCU employee violating this policy, disciplinary action as provided for under DCU Statute: # 5 Suspension and Dismissal of Employees; or

c) For any DCU student violating this policy, disciplinary action as provided for under the Student Code of Conduct and Discipline;

d) Legal action taken against third parties.

7.1) Appeals against a decision of the Director of CME, the Director of Estates, or the Health and Safety Manager (or their nominees) made under this policy to prevent an event going ahead may be made in writing to the Chief Operations within 5 working days of the decision being communicated to the event organiser. The appeal should state clearly the grounds on which the appeal is being made. The case will be considered by the Chief Operations Officer and a decision provided within 3 working days.

7.2) Appeals against a decision of the Chief Operations Officer to prevent an event going ahead may be made in writing to the Deputy President within 5 working days of the decision being communicated to the event organiser. The appeal should state clearly the grounds on which the appeal is being made. The case will be considered by the Deputy President and a decision provided within 5 working days. 

7.3) Appeals considered under section 7.1 of this policy are not subject to further appeal under section 7.2. 

This section defines key terms used in this policy and its associated procedures. 

This policy should be read in conjunction with the following documents and resources:

a) Dignatory Request Form

b) Event Notification Form

c) Events Protocol

d) Equality and Access Policy

e) Fire Safety Policy

f) Framework Safety Statement

g) Guidelines for Inclusive Events

h) President’s Office Speech Request Form

i) Space Management Policy

Any queries regarding this policy should be directed to:

Communications, Marketing and Events: 
Email: universityevents@dcu.ie

This policy will be reviewed as and when changes are required, and at least once every five years.