Conferences & Events

Please find below some information which you may find helpful if you are organising an event or conference. 

In the first instance please contact the Estates Office (maintenance@wit.ie) to discuss the logistics of the event - where it is to be held and to book rooms/auditoriums and or atriums.  The Estates Office will require the following details in order to assist with running the event: (this list is not exhaustive):

• Time, nature and date of event - http://wit.mrbs.tssg.org
• Invitation list - does the Presidents Office need to be informed? If so contact aphelan@wit.ie.
• Are campus maps and building maps required? Some maps are available on http://www2.wit.ie/AbotWIT/GettingHere/
• Are Porters required to assist with the event?
• Are rooms/atriums required to be set up with stands etc.?
• Are reserved parking spaces required? In any case Estates need to inform security staff about the event.
• Media/PR - please contact the Marketing Manager about the event ooconnor@wit.ie.
• Is a photographer required at the event? - please contact the Marketing Manager as above.
• Are microphones or audio visual aids required?  If so contact educationalservices@wit.ie.
• Announcement of event to staff/students - website/email/WITNESS/Students Union/Media.
• Catering - contact Campus Services.
• Is additional signage required? - please give details.
• Are gifts/flowers required for Speakers?
• Is additional cleaning required?
• Will building tours take place?
• Is additional heating required?
• Are podium's needed?
• What flags if any are needed?
• Are umbrellas required?
• Are ribbon and scissors needed?
• Are confering robes required? If so how many and for whom?
• Is a room required for press/media?

When external groups are using the Institute to host an event the appropriate insurances must be provided.  The procedures for renting institute facilities to various external bodies including voluntary organisations should include a copy of the external body's Public Liability Policy of 6.35 million euro. Bookings to bodies not holding the prerequisite levels of insurance cover should only be accepted in exceptional circumstances and with the knowledge of the Institute's insurance company.