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02.140 Facilities Use Policy

The purpose of the facilities and grounds at the University of North Carolina Wilmington is to support the educational mission and strategic goals of the University. The facilities and grounds are available primarily for programs offered by and intended for the campus community. As a public institution, UNCW also seeks to be accessible to the larger community. To the extent that space is available, the University welcomes community groups and organizations to utilize designated spaces in certain campus facilities and grounds for purposes compatible with the University’s mission and strategic goals.

Authority:

Chancellor

History:

Revised July 1, 2026; Revised November 8, 2017; Revised, Reformatted, and Updated January 4, 2010; supersedes former Policy No. FAC 1.10, FAC 1.30, FAC 1.40, FAC 1.70, FAC 1.80

Source of Authority:

UNC Code, Section 502

Related Links:

Responsible Office:

Divisions of Academic Affairs, Business Affairs, and Student Affairs

Policy Details:

  1. Introduction and Purpose

    1. The purpose of the facilities and grounds at the University of North Carolina Wilmington is to support the educational mission and strategic goals of the University. The facilities and grounds are available primarily for programs offered by and intended for the campus community.  As a public institution, UNCW also seeks to be accessible to the larger community.  To the extent that space is available, the University welcomes community groups and organizations to utilize designated spaces in certain campus facilities and grounds for purposes compatible with the University’s mission and strategic goals.

    2. The purpose of this policy is to set priorities for facilities usage, define scheduling procedures, and provide information about charges associated with event management and facility usage. Activities shall in no way violate the purposes, property, policies, procedures, or regulations of the University or federal and state laws. All organizations/individuals are expected to follow the rules and regulations governing the facility or grounds being used.

    3. Permission to use a facility does not imply endorsement, sponsorship, or support by the University of the views, opinions, or programs of the users or speakers.

  2. Scope

    This policy applies to all University and non-University groups using University facilities and/or grounds.

  3. Definitions

    1. Eligible Groups/Categories

      • University Group: an administrative or academic unit within the University, staffed by University employees acting within the scope of their employment. Also, included in this group are the intercollegiate athletic department and teams, University committees, task forces, governance bodies, and councils.

      • Student Group: an organization that has been recognized, and in good standing, by the Campus Activities and Involvement Center as a “registered student organization” under the rules of that office. The rules and a list of currently registered student organizations are available here.

      • University-associated entity or sponsored groups:

        1. Not-for-profit organizations established and approved as recognized UNCW associated entities whose purpose is to support UNCW.

        2. Entities sponsored by a University division, college, school, office, center or institute, department, or registered student organization. Sponsorship requires the assumption of logistical event management, as well as fiscal responsibility for event-related costs, including damage assessment.

      • Non-University Groups: all other categories of prospective users, even though some of the members or participants may be University personnel, alumni, or students. “Non-University Group” may be an individual, not-for-profit (must have 501(c)(3) letter on file to be considered a not-for-profit group), or for-profit organization.

    2. Related Terms (some roles may be the responsibility of the same person)

      • EMS is an event management and scheduling system that aids the University in utilizing its space for academic, student, and community needs.

      • Event Managers are trained UNCW staff designated as having the resources and skills to manage events successfully.

      • Events and Meetings for the purpose of this document will be synonymous.

      • Facilities and Grounds for the purpose of this document will be synonymous (though associated usage and rules for indoor versus outdoor spaces may vary).

      • Reserving Offices are University offices that reserve specified facilities and grounds. The Reserving Offices are responsible for confirming reservations, billing, notifying other UNCW service providers of needs such as Catering, Moving Services, UNCW Police, Technology/AV, and Parking. Reserving Offices can choose to coordinate or share service provider notifications with internal sponsoring groups. At the time space is requested, the Reserving Office will enter the reservation data into EMS.

      • Sponsoring Individuals or Organizations are the people or groups who request the space and are, therefore, logistically responsible for coordinating campus services, and financially responsible for paying fees, deposits, and damage assessments for using designated University spaces.

      • University, University-Related, and State Agency Events are venue-specific events such as workshops, conferences, seminars, or campus activities that are planned by UNCW departments, registered student organizations, and/or agencies of the State of North Carolina that may involve a non-University co-sponsoring organization that charges a participation fee.

      • Non-University Events are events or activities organized by a non-University group.

  4. Conditions for All Space Scheduling

    1. Technical services (i.e., Audio/Visual) provided by any University department will be charged, when applicable, to the sponsoring organization or individual designated as the contact person. Depending on the nature of the event or activity, multiple offices will be consulted/involved in coordination and related services to ensure a successful event. The Reserving Office is responsible for initiating this contact based on the criteria outlined in the Facilities Use Procedures (see Related Links above).

    2. When requests are received at the same time from different groups, University groups shall have priority over non-University groups.

    3. University faculty and staff can personally request space, acting as an external agent for non-University groups, and are expected to follow all related policies and procedures for facility reservation and use. The requestor(s) will assume all risk, liability, and associated costs, and is/are not eligible for any departmental or university prioritization or cost discounts/waivers.

    4. Non-University groups must show advanced proof of insurance in an amount that meets or exceeds current institutional expectations to reserve space (other than designated Freedom of Expression spaces). It is preferable for the Certificate of Insurance (COI) to be provided at least 45 days prior to the date of the event to hold the event.

    5. Groups not affiliated with the University who request space to conduct surveys, polls, or similar types of research activities must have their project approved by the Office of Institutional Research and Planning or the Institutional Review Board, as appropriate.

    6. The University reserves the right, at its discretion, to move any group to another facility or reschedule an event to accommodate the needs of groups assigned a higher use priority by this policy, or to maintain venue-specific needs, mission critical reasons, or due to safety and/or security reasons.

    7. Dates on which significant University events are scheduled, space will be unavailable for scheduling non-University events. Such dates may include but are not limited to move-in, the first day of classes, orientation, convocation, visitation days, last day of class, final examinations, and commencement. These dates are posted on the University calendar for each term and available on the University website.

    8. The University is closed on designated holidays. Individual Reserving Offices may choose to accommodate a holiday request based on staffing availability. A holiday premium charge may apply.

    9. Outdoor events with amplification must comply with local sound ordinances/city codes and University policy. Current information is available at Noise Ordinance PDF.

    10. UNCW is limited from entering into agreements where a third party engages in commercial activities in/on university facilities and grounds. Examples of these agreements may include, but are not limited to:

      • Granting exclusive building rights or access under a naming agreement, advertising contract, or another arrangement.

      • Allowing for-profit business sales in a facility (e.g., campus bookstore, campus dining).

      • Leasing facilities to a private entity.

    11. Grounds for denial of a reservation request are outlined in the Facilities Use Procedures (see Related Links above).

    12. Parking is by permit only. Parking requests and needs will be discussed with the Reserving Office and may incur fees to be paid by the Sponsoring Individual/Organization. Current parking information is available at here.

    13. The University must provide all food services via its contracted food services provider. No outside catered food is allowed to be brought into University facilities or onto University properties without proper and prior approval by UNCW Dining and the Reserving Office.

    14. All groups are responsible for cleaning the space following use. The Sponsoring Individual/Organization must ensure that the facility is ready for the next users, including proper disposal of leftover food, drinks, and other trash. A clean-up fee and/or facilities misuse violation will be assessed or recorded if this is not properly accomplished. Contact the Reserving Office for more information.

    15. In order to continue enjoying the privilege of using campus space, external and sponsored reserving groups/individuals will be held to the University’s facility policies (see Related Links above) which include, but are not limited to, the following expectations:

      • only use sections of the facility that have been reserved by the organization.

      • immediately report any incident(s) or damage(s) to the appropriate Reserving Office, whether caused by the organization or not.

      • the sponsoring individual or organization must be present at all times for the duration of the reservation.

      • reserving group/individuals are responsible for the behavior of all event guests and ensuring that event participants follow all university policies.

      • maintain a reasonable level of noise/sound for indoor and outdoor events, noting that many facilities may be near classes or events.

      • reserving groups are required to inform the appropriate Reserving Office at least two business days before the event date should an event, meeting be canceled/altered.

      Reserving groups/individuals that fail to abide by the University’s facility policies may be subject to a penalty which includes, but is not limited to:

      • loss of reservation privileges

      • cancellation fee

      • charges for damage, clean-up, etc.

  5. Priorities

    1. Academic Space Scheduling

      • First Priority – The scheduling of academic classes has the highest priority in state-funded and state-leased facility spaces. Other use of university facilities must not interfere with these activities.

      • Subsequent priority categories other than classes for Academic Space:

        • Second Priority – University Events and University Related Events (i.e., Advancement, Admissions, Chancellor, Commencement): academic review sessions, college/school, and related Senate meetings, English as a Second Language, D. C. Virgo Preparatory Academy, and Isaac Bear Early College High School

        • Third Priority – Registered Student Organization Events, University Departments, Non-Profit University incorporated organizations, On-Campus External Agencies

        • Fourth Priority – Non-University Events, leasing space

      • The schedule below lists the earliest date(s) for booking events other than classes for academic space:

        Schedule of earliest date(s) for booking events other than classes for Academic Space
        Priority Fall Semester Spring Semester Summer I & II
        Priority 1: Course Scheduling Course Scheduling Course Scheduling
        Priority 2: 1st Monday in Apr.
        Stu Reg Opens        		 1st Monday in Nov.
        Stu Reg Opens        		 1st Monday in Apr.
        Stu Reg Opens
        Priority 3: 1st Monday in May (after exams) 1st Monday in Dec. (after exams) 1st Monday in May (after exams)
        Priority 4: August
        1st day of class        		 January
        1st day of class        		 May
        1st day of class (FS/SI)

      • Weekend events may be scheduled in academic space beyond the current semester if it can be verified that the requested space will not be needed for weekend classes, exams, or commencement. If there is a possibility that space will be needed for weekend classes or other academic programs, the request will not be confirmed until classes are loaded for the semester in question.

      • In addition, the Center for Marine Science, Kenan Auditorium, Cultural Arts Building, Osher Lifelong Learning Institute (OLLI), the Center for Innovation and Entrepreneurship (CIE), and Truist Hall are available based on venue-specific rules and schedules.

      • Facility and/or support fees may apply according to the group’s classification and type of event.

    2. Student Affairs Space Scheduling

    3. Athletics Space Scheduling

      • Athletics is responsible for scheduling the following facilities: Trask Coliseum, Hanover Hall, Seahawk Natatorium, Tennis Complex, Harold Greene Track & Field, Boseman Field, Brooks Field, Fisher Field House, Soccer Complex, Almkuist-Nixon Sports Medicine Building, and Nixon Annex.

      • Athletic space will be granted using the priority list below, when using the web-based space request system, EMS, on a first-requested, first-reserved basis.

        1. First Priority – Athletic competitions

        2. Second Priority – Athletic practices

        3. Third Priority – University Events and University Related Events (i.e., Admissions, Chancellor, Commencement)

        4. Fourth Priority – All other events

      • Facility or support fees may apply according to the group’s classification and type of event. Building hours and information regarding services can be found by contacting the Athletic Facilities and Events Management Office at 910.962.2331.

    4. All Other Campus Spaces (not fitting into a category above)

      • Activities supporting the University mission, as defined by the Reserving Office.

        1. First Priority – University Events and University Related Events (i.e., Advancement, Admissions, Chancellor, Commencement): academic review sessions, college/school, and related Senate meetings, English as a Second Language, and Isaac Bear Early College High School

        2. Second Priority – Student Organization Events, University Department, Non-Profit University Groups, On-Campus External Agencies

        3. Third Priority – Non-University Events, leasing space

  6. Related Laws and Policies

    All groups must comply with all local, state, and federal laws and all pertinent UNCW policies such as, but not limited to, minors policies, animals policy, noise ordinances, occupancy limitations, freedom of expression areas, alcohol, smoking, solicitation, merchandising, weapons, political activities, filming, and special event security. The University policies may be found on the website.