02.140 Facilities Use Procedures

Chancellor

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

Facilities Use Policy

Division of Business Affairs

Policy Details:

1. Space Request Process

   1. All requests for event or meeting (referred to as events for the purposes of this document) space should be submitted as early as possible. Once approved, the Reserving Office will notify all other campus units that need to be involved.

   2. Requests for space may be made utilizing one of the following formats:

      • University or University-Related Events: Campus Reservation System

      • Non-University Events: Conference Services 910.962.3578 or clconferences@uncw.edu or University department/personnel designated as the reserving office.

   The University has designated buildings and spaces available for event usage. Requests are processed on a first-come, first-served basis based on priorities, as defined in the Facilities Use policy. For a list of possible reasons for denials, see Section L of this procedure.

2. Reservation Confirmation Process

   Inquiries and online submittal requests about facility space and availability are directed to the appropriate Reserving Office. Each Reserving Office is responsible for verifying that the requested space is suitable for the event. The information requested within the Campus Reservation System (CRS) will be automatically directed to the Reserving Office. Space is not reserved until confirmed by the Reserving Office. If the requestor has not received a response within three (3) business days or has questions about reserving space, he/she should contact the appropriate Reserving Office.

3. Service Providers and Event Management

   The Reserving Office will be responsible for notifying prospective service providers needed for the proposed event. Examples include:

   1. Warehouse Services (moving services and recycling)

   2. Catering

   3. Physical Plant (housekeeping, landscaping, etc.)

   4. Police

   5. Parking

   6. Environmental Health and Safety

   7. Access Management

   Significant events are best managed by offices with trained staff who have experience in managing the wide range of logistical challenges associated with such events. Planning successful events requires experience that most faculty and staff may not have, and event management takes time away from other responsibilities. Event managers may be required for certain events. Requestors should consult one of the event planning resources available online at the Campus Reservation System. Event Managers are UNCW personnel who have been trained to demonstrate a capacity for successful event management and compliance with the Facilities Use policy and procedures.

   1. University Events & University-Related Events

      Some Reserving Offices, due to the nature of their facilities or the nature of the event, may require the services of a designated Event Manager, which may involve an additional fee. The Department of Campus Life will function as a point of contact for registered student organizations.

      If a University event or University-related event involves the following, an Event Manager must be used on the day of the event:

      • Events where alcohol will be served

      • Events that have minors in attendance

      • Events which are deemed to have unique safety concerns based on an assessment by university administration, campus police and/or the Environmental Health and Safety office

      If a University Event or University-Related Event involves three or more of the following, a designated, trained Event Manager must be used on the day of the event and Conferences, Events, and Reservations must be contacted for consultation:

      • Events with 100 or more attendees

      • Events that include external vendors (i.e., exhibitors)

      • Events that use more than one room

      • Events requiring food service

      • Events requiring University parking

      • Events requiring event security/University Police services

      • Events requiring audiovisual staff and/or specialized equipment not already included in the space

      For smaller events, retaining an Event Manager is advisable, but not required, to provide consistent, high-quality experiences for participants. All groups are encouraged to use Conferences, Events, and Reservations for event planning.

   2. Non-University Events

      The best starting point for scheduling non-university events is to contact the Conference Services Office at 910.962.3578 to ensure compliance with University policies and procedures. Events will be coordinated through the appropriate Reserving Office. If a facility does not have an Event Manager, non-University event planners should contact Conference Services.

4. Fees

   Fees are based upon venue-specific policies, numbers of participants, size and number of rooms reserved, and duration of time for the event. Contact the reserving office for more details.

   1. Events held in University facilities may incur charges including, but not limited to:

      • Direct services such as catering, parking, University Police service, piano tuning, box office or ticketing, Audio Visual Services, and/or technical equipment and staffing

      • Administrative fees for services provided by the Event Managers

      • Facility use fees that may cover replacement and restocking, normal wear and tear on facilities, utilities, and other overhead costs

      • Campus facilities related costs (housekeeping, dig permits, etc.)

      • Deposit, no show, or late cancellation fees

      • Overtime (beyond reservation time) fees

      • Excessive damage or cleaning costs

      • Health and safety staffing

      Facility fee rates are available by request through Reserving Offices or Conferences, Events, and Reservations.

   2. Reserving Offices are responsible for ensuring that University policies are followed. These include but are not limited to payment of facility and other fees, compliance with facility use agreements, memorandums of understanding, and contracts. In the case of co-sponsored University-Related Events, the University sponsor is financially and contractually responsible for ensuring that all charges are paid. Organizations may be required to demonstrate financial ability and/or pay a deposit before a reservation is confirmed.

   3. Late fees are assessed, in accordance with North Carolina General Statutes 147-86.22 and 147-86.23, by Accounts Payable.

5. Safety and Compliance (Link to safety-related policies: Health & Safety Policies)

   1. It is the responsibility of the Event Manager (or Reserving Office) to ensure that an event is held in a safe environment. Depending on the size, nature, and location of the event, different safety precautions are to be followed. The Event Manager (or Reserving Office) must contact the University Police and/or Environmental Health and Safety with any safety concerns.

   2. All University spaces have maximum occupancy limits. If this limit is exceeded, Event Managers are required to delay the start of an event until this limit is met, or to terminate the event due to fire code restrictions.

   3. Event Managers must be on-site for the duration of the event, be familiar with emergency procedures and relevant campus contacts, and ensure that events conclude at appropriate times.

   4. Event Managers must be familiar with all relevant policies and procedures including the Facilities Use policy, Demonstrations Policy, and Minors Policy.

   5. Event Managers must ensure all activity associated with an event is confined to the room(s) that have been confirmed for use. Unoccupied rooms or spaces may not be used without being specifically reserved.

   6. Event Managers must ensure all space furnishings and equipment are set in compliance with emergency egress requirements. These arrangements may not be modified without the permission of the Reserving Office. If allowed to modify the arrangement, furnishings and equipment must be returned to the original set up and condition at the end of the reservation time.

6. Insurance

   1. Non-University groups using University facilities will be required to provide a certificate of general liability insurance listing the University as an "additional insured." This includes all non-University groups that co-sponsor events with University entities.

      Coverage will not be less than:

      • Bodily injury $1,000,000 each person, $2,000,000 each occurrence

      • $1,000,000 property damage each occurrence

   2. Non-University group proof of insurance will be handled through the Reserving Office. Proof of insurance must be sent to the appropriate Reserving Office with the signed agreement. Failure to do so will result in cancellation of the event. Any exceptions or modifications must be approved by the Vice Chancellor for Business Affairs, in consultation with the University's General Counsel.

   3. All agreements with non-University groups shall be vetted by a University signature authority or General Counsel, and must include a clause requiring that the groups indemnify and hold harmless the University and its employees or agents from all liability, loss, damage, costs and all other claims for expenses asserted against the University and its employees or agents that may arise during or result from the approved use.

7. Dining Service

   Food and refreshments are restricted to areas designated for food service and must be provided by Campus Dining. If arrangements include a "drop-off" from Campus Dining, the customer is responsible for the appropriate removal of these items. Direction should be sought from the Reserving Office (or Event Manager on site).

8. Oversight and Waivers of Fees

   1. The venue-specific Reserving Office is responsible for the implementation of this policy. This office determines policy interpretations, provides oversight, considers and may approve waiver requests, and periodically reviews appropriate use statements for venue-specific facilities.

   2. Requests to waive facility use and other fees should be directed in writing to the Reserving Office prior to the event being planned, and will be considered for approval only in unusual circumstances.

   3. If the Reserving Office denies the request, the requestor may further appeal to the Facilities Use Appeals Committee.

9. Weddings and Other Social Events Hosted by Individuals Held on University Property

   Reservations for special occasions must be approved by the Reserving Office and adhere to the mission and/or strategic goals of the University. In order to have a wedding or other function on campus, the person reserving or immediate family member must be a currently enrolled student, alum, current or retired UNCW faculty or staff at the time the reservation is made. The Facilities Use Agreement will be signed and held by the UNCW community member who makes the reservation. University funds cannot support costs of social events. All costs associated with the event will be charged to the individual(s) reserving the spaces at the External Group rate. These functions will only be held in designated locations that are deemed appropriate at the University's sole discretion. There is no appeal for such decisions.

10. Filming on Campus (non-University related)

    Requests for filming need to originate with the Coordinator for Risk Management, 910.962.2220, and must abide by the Filming on University Property Policy.

11. Use of Exterior Space

    1. Initial requests for the use of exterior spaces should be made to the appropriate Reserving Office. The University permits assemblies and gatherings of University groups and/or University-sponsored groups on designated University property. Any scheduled use of such space shall have priority over any non-scheduled use. Use of exterior space will be in accordance with policies and procedures established by the designated Reserving Office.

       NOTE: Requests for any other exterior spaces not referenced within the Reserving Office link above should be directed to Conference, Events, and Reservations at 910.962.4150 or clreservations@uncw.edu.

       Non-University groups' use of exterior space without cost is limited to those designated areas outlined in the Freedom of Expression policy.

    2. Because use of exterior facilities may disturb normal University operations and activities and/or cause damage to University property, the guidelines governing the use of exterior space shall include, but will not be limited to, the following:

       1. No permanent or semi-permanent structures may be constructed or placed without prior written authorization. Permission, and possibly associated permits, is required for any ground penetration.

       2. No public-address or amplifying system may be used at any time in any open space without prior written approval from the Reserving Office. Outside events with amplification must comply with the local sound ordinance. Other areas or times may be approved on a case-by-case basis.

       3. Members of the sponsoring organization(s) or non-university groups are responsible for restoring the space to its original condition.

       4. All events must be conducted in such a manner that campus pedestrians and vehicles are not unreasonably impeded, and members of the University community who are not participating in the event may proceed with their normal activities. The sponsor of any event that impedes the academic mission or normal traffic patterns on campus will incur the cost of redirecting traffic, and at the discretion of University officials, the event may be terminated prematurely.

       5. Plans for events must be reviewed by the Reserving Office for insurance and safety requirements prior to final approval.

       6. The natural area between College Road and Wagoner Drive from Randall Drive to Hurst Drive may not be used for events.

       7. Events can only be held in reservable spaces.

    3. Road Races

       1. For all runs, triathlons, biathlons, bicycle races, walkathons, etc., taking place on campus (where the event impacts university business, roadways, facilities, scheduled events, etc.) without regard to sponsoring organization, a road race application needs to be submitted at least sixty (60) business days in advance of the event date.

       2. Applications will be reviewed by the Road Race Committee.

       3. University will permit no more than eight (8) external road races and no more than eight (8) internal road races per year (August-May).

       4. Depending on race location and academic calendar, space scheduling priority outlined above will determine space availability and whether space requests will be accepted.

       5. The Seahawk Trail Systems offer alternative pathways for private running which are not a part of an approved university event.

12. Grounds for Denial of Facilities Use

    1. Notice of denial of a request for a reservation shall state the reasons for denial. A request is not limited to, but may be denied, on the following grounds:

       • Insufficient preparation or planning time for supporting the event.

       • The proposed event is prohibited by applicable policies, laws or regulations.

       • The request violates the Facilities Use Policy or other University policies.

       • The proposed event is prohibited or inconsistent with the classifications and uses of the designated University property.

       • If a non-University group has reserved the designated space for more than five (5) times per semester, in the interest of fostering a variety of users for the limited designated space(s) available, such a request may be denied if other users have requested the space. A group may be allowed more than five (5) times per semester provided no other user has requested the space. The only exceptions for non-University groups are the designated Freedom of Expression areas.

       • The request does not support the mission or strategic goals of the University.

       • The proposed space request is not fully completed and executed.

       • The applicant has not fulfilled the user fee, signed a facilities use agreement, obtained applicable insurance, or satisfied any other conditions required by the Reserving Office or associated policies and procedures.

       • The space reservation request contains a falsehood or misrepresentation.

       • The organization or the person on whose behalf the request was made has a prior history of damage or debt with the University.

       • A reservation for the same time and place has already been granted.

       • The proposed event conflicts with previously scheduled University programs and events.

       • The proposed event presents unreasonable health and safety dangers, interferes with pedestrian or vehicular traffic, or presents a risk of substantial damage to University property or persons lawfully present on University property.

    2. Procedures for Review of Denials

       If a request for space is denied by a reserving office, an appeal may be submitted to the Facilities Use Appeals Committee which is convened by the University Chief of Staff. The Facilities Use Appeals Committee consists of representatives from several campus divisions. Each appeal is heard by a group of three representatives from the Facilities Use Appeals Committee. Appeals should be emailed to the University Chief of Staff. The decision of the Committee is final.