Unit Policy
Title
School of Government: Knapp-Sanders Facility Use Policy
Introduction
Purpose
This policy document outlines the rules and conditions governing who may use the Knapp-Sanders facility at the UNC Chapel Hill School of Government and for what purposes. It covers eligibility, scheduling, operational guidelines, cancellation terms, and responsibilities to ensure facility use aligns with the School's educational mission.
Scope
This policy applies to any University unit, organization, or group seeking to use the Knapp-Sanders facility at the UNC Chapel Hill School of Government, including University academic and administrative units, registered student organizations, and outside organizations affiliated with or whose work relates to the School's mission.
Policy
I. About the School of Government
The School of Government's mission is to improve the lives of North Carolinians by engaging in practical scholarship that helps public officials and citizens understand and improve state and local government. The academic resources of the School of Government are integral to the mission of the University and enhance that mission by extending the use of special sections of its building to citizens of North Carolina and other constituencies of the University. The following policies governing the use of the Knapp-Sanders facility of the School of Government are in harmony and consistent with the underlying teaching, research, and public service missions of The University of North Carolina at Chapel Hill and are consistent with the University's Policy on Use of University Facilities.
II. Use of the Knapp-Sanders facility
The Knapp-Sanders facility is reserved first and foremost for the accomplishment of the educational mission of the School of Government. Any classes or uses by the School of Government shall have priority in the event of scheduling conflicts.
The Knapp-Sanders facility is available for use for:
- Short-term educational programs organized and sponsored by an academic or administrative unit of The University of North Carolina at Chapel Hill;
- Programs sponsored by an academic dean, vice chancellor, the Provost or the Chancellor and a group not directly affiliated with the University units;
- Programs sponsored by registered student organizations directly related to the mission of the School of Government;
- Organizations affiliated with the School of Government; and,
- Organizations whose purpose/work is related to the mission of the School of Government and sponsored by a School employee.
All use of the Knapp-Sanders facility must be pre-approved by the School of Government's Registrar and conducted in accordance with the University's Policy on Use of University Facilities and the Knapp-Sanders Facility Use Policy.
Scheduling generally will be arranged on a first-come, first-served basis. Reservations will not be booked more than three (3) calendar months in advance. Exceptions to this policy may be made by the Registrar for University-sponsored regional or national academic association meetings.
The School reserves the right to ensure that all programs and events are conducted in a manner consistent with the purpose and policies of the School. The facility is not intended for recreational programs, personal social events, programs conducted for personal financial gain, or political meetings.
All groups using the School of Government must agree to abide by all School and University policies relating to matters of safety, liability, nondiscrimination, civil obedience, use of grounds, food, beverage and alcohol use, and other relevant School and University policies. All programs should be conducted in a manner that does not produce noise that may be disruptive to other groups. Approval for use of the Knapp-Sanders facility means only that the event appears to meet the criteria established for its use and does not otherwise imply endorsement, association, or promotion of the event. Promotional materials may not refer to the School in a manner that suggests or infers endorsement by the School.
All printed materials including invitations and public relations efforts relating to the event must refer to the School in the following way: School of Government, The University of North Carolina at Chapel Hill.
III. Hours of Operation
Normal operating hours are 8:00am to 5:00pm Monday through Friday. The School is closed on Saturday and Sunday. The School of Government may accommodate events outside of normal operating hours. Consult Registrar Paula Cook (pscook@sog.unc.edu) for more information. No event may extend past 12:00am.
IV. Conditions and Limitations for Use
All arrangements will be in accordance with the following rules and conditions for use of the Knapp-Sanders facility. Proposed programs must be appropriate for and suited to the size and purpose of the Knapp-Sanders facility space requested.
Assigned Space
The School of Government will determine which areas of the building may be used for the event and where food and beverages may be served. The School will assign specifically requested rooms, but must reserve the right to make final space allocations. We suggest that you don't advertise specific room numbers in advance of your meeting. Meeting room information will be posted on sign boards in the main lobby and the facility's main entrances.
Messages
Meeting planners should inform participants that the phone number for incoming messages while attending a meeting at the School is (919) 966-5381. This service will only be available during normal business hours which are 8:00am to 5:00pm. Messages will be left at the Reception Desk located on the second floor. Only messages of an extreme emergency during normal business hours will be delivered to the actual meeting room.
Contractors
All contractors (e.g.: caterer, rental company, etc.) are subject to approval by the School of Government.
Food and Beverages
All menus including food and beverages must be pre-approved by the School of Government. Food and beverages may be served only in the main lobby, atrium, garden, and dining hall. No alcoholic beverages may be served. All catering needs must be contracted with caterers from our list of approved caterers.
Furniture and Supplies
All supplies necessary for the actual registration process are the responsibility of the meeting planner. The School will provide tables, chairs, and easels for use during registration. Tables and chairs should not be moved from other locations without consulting the Registrar first. Easels, erasers, and podiums are available at no charge. See Fee Schedule for items available to rent.
Tableware and Linens
All tableware and linens must be provided by the caterer or user group.
Flames
Use of matches and candles is prohibited in the School. Only approved caterers may use chafing dishes. Matches, candles, and chafing dishes are prohibited in the School Library at all times.
Smoking
Smoking is prohibited in all areas of the School of Government and the School of Government parking deck.
Entertainment
All musical groups and their placement in the facility must be pre-approved by the School of Government.
Audio/Visual Equipment
All use and placement of external audio-visual equipment (desktop podium, projector, screen, etc.) must be pre-approved by the School of Government.
University Parking
Reserving the University's Knapp-Sanders Parking Lot is possible on a cost-reimbursement basis.
V. Cancellation Policy
If cancellation or postponement of a meeting is made less than one month prior to scheduled date, the School reserves the right to charge the group one-half of the minimum room charges for all space requested in the Knapp-Sanders Facility Use Contractual Agreement (Form KS-1).
All updates to the contract must be made a minimum of 72 hours prior to the event. If the event is cancelled within a 72 hour time frame, the sponsoring group is responsible for all charges listed in the Knapp-Sanders Facility Use Contractual Agreement.
VI. Adverse Weather
Deciding whether to cancel or delay an event because of adverse weather is difficult, and there is no precise formula to follow when making a decision. The School of Government's goal is to make timely decisions that are safe for clients and staff. If UNC-Chapel Hill is closed, almost certainly an event at the Knapp-Sanders Building will be cancelled because parking will likely not be available for our clients or employees. The University's operating status is posted at www.unc.edu and is available by calling 919-843-1234. Also, the operating status may be available via broadcast email and local news outlets.
Should the School of Government determines it necessary to cancel an event due to adverse weather, the client will not be charged for any agreed upon expenses outlined in the Knapp-Sanders Facility Use Contractual Agreement. The School is not responsible for any additional vendor or contractual expenses incurred by the sponsoring group
Related Requirements
External Regulations
Contact Information
Primary Contact
Name: Aimee Wall, Dean
Telephone: 919-966-4107
Email: wall@sog.unc.edu