Carolina Union: Meeting Room Reservations & Usage Policy

Title

Carolina Union: Meeting Room Reservations & Usage Policy

Introduction

Purpose

Scope of Applicability

Policy

Policy Statement

All meeting room spaces scheduled by the Office of Event Services are subject to all general policies for use of space in the Frank Porter Graham Student Union as well as the UNC-CH Facilities Use Policy.

Reservations 

• All Carolina Union meeting room spaces are scheduled by the Office of Event Services and are subject to all general policies for use of space in the Carolina Union as well as the Facilities Use Policy.   
• Union meeting rooms have differing capacities and setups.  
• Meeting rooms must be booked at least 3 business days in advance. Meeting rooms may not be used without a reservation, or in special circumstances such as event overflow, without permission from Carolina Union staff.   
• Requests submitted within the required booking period listed above are processed within 2 business days under most circumstances.  
• Meeting requests submitted less than 2 business days will be considered as space and staff resources permit.
• To cancel a reservation all clients must email eventservices@unc.edu by the same individual who initiated the original request. Cancellations must be received by 12pm 2 business days prior to the reservation. 
• All reservations require Clients or Additional Contact(s) information to enable reservation checking in/out at the Welcome Desk. Failure to check in/out will result in a No-Show violation and a No-Show charge.  
• Event Services reserves the right to limit the amount or type of activities/events happening in the facilities/spaces managed by the Carolina Union due to availability of resources.  This is based on peak times during the year including but not limited to Orientation, FDOC, FallFest, Employee Appreciation, Wellness Days, LDOC, Reading Days, Spring Break, Jubilee, etc.   
• Any requests received to schedule space after LDOC up to Commencement will be taken on a case-by-case basis considering availability and staffing.

Meeting Room Usage 

• Clients must disclose activity taking place in the reserved space in their event form. Changes to activity can be made by emailing eventservices@unc.edu . Non-approved activities in reserved rooms will result in a reservation violation and/or canceling of the reservation. Continuous violation would lead to loss of reservation privileges.  
• It is the Client’s responsibility to monitor the occupancy of the meeting rooms. 
• Violation of meeting room occupancy would result in a reservation violation warning. Repeated violations may lead to loss of reservation privileges.  
• It is the Client’s responsibility to ensure the room setup is reflected accurately on their reservation confirmation and changes are submitted at least 2 business days before their reservation date. 
• Clients should be mindful of the noise level during their reservation(s).  

Fixed Set Meeting Room 

• This refers to rooms with a specific setup. 
• Furniture may not be rearranged in fixed-set meeting rooms.  
  • Clients that violate this policy will be charged a fee (Services and Pricing - Other Fees) to reset the room. Continued violations of this policy may result in loss of reservation privileges. 
• Each room has a fixed capacity which does not change.  
• Additional tables and chairs cannot be added to these spaces. 
• Reservations in these rooms require a minimum of 15 minutes of Setup time before and Takedown time after the reservation start and end times. This is indicated as “Setup” and “Takedown” time in the reservation document and in 25Live and cannot be altered.  

Variable Set Room 

• This refers to rooms that could be set in a variety of ways.  
• The capacity of each room depends on the setup type chosen by the client.  
• Variable Set spaces are rooms that require setup by Event Services staff.  
• Reservations in these rooms require a minimum of 45 minutes of Setup time before and Takedown time after the reservation start and end times. This is indicated as “Setup” and “Takedown” time in 25Live and cannot be altered.  

Exceptions (if applicable)

• Requests must be submitted via email to eventservices@unc.edu, with the Subject Line: “Exception for Name of Event and Space.”  
• All requests should be submitted by the space deadline on the reservation.  Example: The deadline for a reservation in the Great Hall is 45 days. A meeting room breakout related to this reservation would adhere to this 45-day deadline.  
• Conference Breakout Room requests must be submitted via email to eventservices@unc.edu, Subject Line: “Conference, Name of Event.” The desired number of breakout rooms needed, or any capacity or setup needs should be included in the email correspondence.  
• All requests received to schedule space after LDOC up to Commencement will be taken on a case-by-case basis considering availability and staffing.

Fixed Set Meeting Room Exceptions: 

• Clients may request a change to a fixed set meeting room for a fee (see Services and Pricing - Other Fees) if all the following criteria are met: 
  • There are no other meeting room options available to meet the client’s unique needs. 
  • The setup request is not during peak hours (M-F: 6:00pm – 10:00pm) 
  • The client is utilizing three or more other Carolina Union venues  
  • 45-minute Setup and Takedown time can be placed on the reservation before and after.  
• Any requests received to schedule space after LDOC up to Commencement will be taken on a case-by-case basis considering availability and staffing. 

Definitions

• FDOC – First Day of Classes 
• GSU – Graham Student Union 
• LDOC – Last Day of Classes 
• Clients - UNC Registered Student Organizations, UNC Departments, and Non-Affiliates of space in the Carolina Union and their reservation attendees.  
• RSO – Registered Student Organizations  

Related Requirements

External Regulations and Consequences (if applicable)

• External driver(s) for the Policy (e.g. System Office policies; accreditation requirements; federal, state, or local laws and regulations) with link to document(s) if available).

University Policies, Standards, and Procedures

• Facilities Use Policy
• Carolina Union: Building Use Policy 

Contact Information

3103 FPG Student Union
Corner of South & Raleigh Road
209 South Road, CB # 5210
Chapel Hill, NC 27599-5210

Carolina Union Guest Services
 (919) 962-2285

Hearing Impaired
 T-711 (NC Relay)