Carolina Performing Arts: Policy on Rental Events for University and Non-University Venue Users

Title

Carolina Performing Arts: Policy on Rental Events for University and Non-University Venue Users

Introduction

Purpose

The purpose of this policy is to establish criteria in order to determine if rental events in venues managed by Carolina Performing Arts qualify as being sponsored by an Officially-Recognized University of North Carolina at Chapel Hill Student Organization (Student Organization), a University of North Carolina at Chapel Hill Department (University Department), a 501(c)3 Non-Profit Organization, or an Other Non-University Organization, and to define the requirements, rules, responsibilities, and benefits for events sponsored by these organizations.

Scope of Applicability

This document applies to the following:

  • Student Organizations
  • University Departments
  • 501(c)3 Non-Profit Organizations
  • All Other Non-University Organizations

Policy

Policy Statement>

University of North Carolina at Chapel Hill Student Organizations and University Departments have priority for the use of venues managed by Carolina Performing Arts and receive other benefits detailed below. In addition to the policies explained here, venue users must also adhere to the University’s Facilities Use Policy, Facilities Use Standard, and Alcohol Policy as well as the North Carolina Umstead Act and all other relevant University policies and laws.

Student Organizations

For an event to be considered sponsored by a Student Organization, all of the following must be true:

  1. An authorized, active member of a Student Organization in good standing must make the initial request to use the venue(s) with Carolina Performing Arts' Events Manager.
  2. The Student Organization may sponsor a maximum of one weekend (Friday or Saturday) date in Memorial Hall per semester during the academic school year.
  3. The Student Organization must not have any overdue invoices with Carolina Performing Arts or the Carolina Union.
  4. The Student Organization must be listed as the "Sponsoring Organization" on Page One of the University Facility Use Agreement (Agreement) (available from the Events Manager).
  5. An authorized, current officer of the Student Organization must complete and sign the Agreement.
  6. The Student Organization agrees to assume liability for the event as further explained in the Agreement.
  7. The Student Organization agrees to fully abide by the University's Facilities Use Policy and Facilities Use Standard, including not holding raffles.
  8. The Student Organization agrees to not charge admission to any performance unless college students are the primary performers.
  9. The Student Organization agrees no alcoholic beverages will be advertised, served, consumed, and/or sold during or in relation to the event.
  10. At least one student representative of the Student Organization must attend any pre-event planning meeting(s) with Carolina Performing Arts staff.
  11. The Student Organization agrees to be publicly named as the event's primary sponsor on the Carolina Performing Arts website, on any tickets printed, and elsewhere.
  12. The Student Organization agrees all payments due to Carolina Performing Arts will be received directly from the Student Organization via a bank account held in the Student Organization’s name.
  13. The Student Organization agrees any payment due from Carolina Performing Arts will be issued directly to the Student Organization and to no other person or entity.
Benefits for events sponsored by Student Organizations
  1. The Student Organization receives priority booking for events that occur during the school year.
  2. The Student Organization receives the lowest rates available.
  3. Commission on gross ticket sales is waived.
  4. Security deposit requirement is waived.
  5. The Student Organization is not required to carry liability insurance.

University Departments

For an event to be considered sponsored by a University Department, all of the following must be true:

  1. A current, authorized employee of a University Department or a current, authorized University of North Carolina at Chapel Hill student affiliated with the University Department must make the initial request to use the venue(s) with Carolina Performing Arts' Events Manager.
  2. The University Department may sponsor a maximum of one weekend (Friday or Saturday) date in Memorial Hall per semester during the academic school year.
  3. The University Department must not have any overdue invoices with Carolina Performing Arts or the Carolina Union.
  4. The University Department must be listed as the "Sponsoring Organization" on Page One of the University Facility Use Agreement (Agreement) (available from the Events Manager).
  5. The current head of the University Department and/or the University Department’s business officer must sign the Agreement.
  6. At least one current, authorized employee of the University Department and/or a current, authorized University of North Carolina at Chapel Hill student affiliated with the University Department must attend any pre-event planning meeting(s) with Carolina Performing Arts staff.
  7. The University Department agrees to be publicly named as the event's primary sponsor on the Carolina Performing Arts website, on any tickets printed, and elsewhere.
  8. The University Department agrees all payments due to Carolina Performing Arts will be received directly from the University Department via University account adjustment and/or via a bank account held in University Department’s name.
  9. The University Department agrees any payment due from Carolina Performing Arts will be issued directly to the University Department via University account adjustment and to no other person or entity.
  10. The University Department agrees to fully abide by the University’s Alcohol Policy.
Benefits for events sponsored by University Departments
  1. The University Department receives priority booking for events that occur during the school year.
  2. The University Department receives discounted rates that are lower than non-University rates.
  3. Security deposit requirement is waived.
  4. The University Department is not required to carry liability insurance.

501(c)3 Non-Profit Organizations

For an event to be considered sponsored by a 501(c)3 Non-Profit Organization, all of the following must be true:

  1. The event must be booked on a date that falls outside the school year (such as summer break) when Carolina Performing Arts has adequate staff available.
  2. All non-University events are subject to review by the University Counsel's Office and Carolina Performing Arts Production Staff to verify they comply with the North Carolina Umstead Act and are technically feasible. No advertising of the event may take place, nor may any tickets be sold and/or distributed until after Carolina Performing Arts has confirmed the event and has communicated the confirmation to a current, authorized employee of the 501(c)3 Non-Profit Organization.
  3. A current, authorized employee of the 501(c)3 Non-Profit Organization must make the initial request to use the venue(s) with Carolina Performing Arts' Events Manager.
  4. The 501(c)3 Non-Profit Organization must not have any overdue invoices with Carolina Performing Arts or the Carolina Union.
  5. The 501(c)3 Non-Profit Organization must be listed as the "Sponsoring Organization" on Page One of the Non-University Facility Use Agreement (Agreement) (available from the Events Manager).
  6. Upon request, the 501(c)3 Non-Profit Organization must provide the Events Manager with written proof of current 501(c)3 status.
  7. A current, authorized employee of the 501(c)3 Non-Profit Organization must sign the Agreement.
  8. The 501(c)3 Non-Profit Organization agrees to assume liability for the event and to maintain adequate liability insurance coverage as further explained in the Agreement. The event will not be considered confirmed until proof of adequate liability insurance is received.
  9. At least one current, authorized employee of the 501(c)3 Non-Profit Organization must attend any pre-event planning meeting(s) with Carolina Performing Arts staff.
  10. The 501(c)3 Non-Profit Organization agrees to be publicly named as the event's primary sponsor on the Carolina Performing Arts website, on any tickets printed, and elsewhere.
  11. The 501(c)3 Non-Profit Organization agrees all payments due to Carolina Performing Arts will be received directly from the 501(c)3 Non-Profit Organization.
  12. Any profit generated by the event must be for the sole benefit of the 501(c)3 Non-Profit Organization and for no other person or entity.
  13. The 501(c)3 Non-Profit Organization agrees any payment due from Carolina Performing Arts will be issued directly to the 501(c)3 Non‑Profit Organization via University check and to no other person or entity.
  14. The 501(c)3 Non-Profit Organization agrees to fully abide by the University’s Alcohol Policy.
Benefits for events sponsored by 501(c)3 Non-Profit Organizations
  1. The 501(c)3 Non-Profit Organization receives discounted rates that are lower than the standard rates for other non-University users.

Other Non-University Organizations

For an event to be considered sponsored by an Other Non-University Organization, all of the following must be true:

  1. The event must be booked on a date that falls outside the school year (such as summer break) when Carolina Performing Arts has adequate staff available.
  2. All non-University events are subject to review by the University Counsel's Office and Carolina Performing Arts Production Staff to verify they comply with the North Carolina Umstead Act and are technically feasible. No advertising of the event may take place, nor may any tickets be sold and/or distributed until after Carolina Performing Arts has confirmed the event and has communicated the confirmation to a current, authorized employee or member of the Non-University Organization.
  3. A current, authorized employee or member of a Non-University Organization must make the initial request to use the venue(s) with Carolina Performing Arts' Events Manager.
  4. The Non-University Organization must not have any overdue invoices with Carolina Performing Arts or the Carolina Union.
  5. The Non-University Organization agrees to assume liability for the event and to maintain adequate liability insurance coverage as further explained in the Agreement. The event will not be considered confirmed until proof of adequate liability insurance is received.
  6. The Non-University Organization agrees to fully abide by the University’s Alcohol Policy.

Definitions

Officially-Recognized University of North Carolina at Chapel Hill Student Organization (Student Organization): The Carolina Union provides that an Officially‑Recognized University of North Carolina at Chapel Hill Student Organization is an annually registered student organization. The Carolina Union provides an open registry of all registered student organizations (RSOs) via HeelLife.

Related Requirements

External Regulations and Consequences>

Contact Information

Policy Contact

For questions about these policies, contact CPA Events Management (919.962.0957, cpaeventsmanagement@unc.edu)

Details

Article ID: 131321
Created
Thu 4/8/21 9:06 PM
Modified
Thu 7/29/21 4:00 PM
Effective Date
If the date on which this document became/becomes enforceable differs from the Origination or Last Revision, this attribute reflects the date on which it is/was enforcable.
02/09/2021 8:10 AM
Issuing Officer
Name of the document Issuing Officer. This is the individual whose organizational authority covers the policy scope and who is primarily responsible for the policy.
Issuing Officer Title
Title of the person who is primarily responsible for issuing this policy.
Events Manager
Last Review
Date on which the most recent document review was completed.
02/09/2021 8:10 AM
Last Revised
Date on which the most recent changes to this document were approved.
02/09/2021 8:10 AM
Origination
Date on which the original version of this document was first made official.
05/01/2013 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Carolina Performing Arts