Carolina Union: Meeting Room Reservations & Usage Policy


Carolina Union: Meeting Room Reservations Policy



Describe the purpose of this document, along with any background information that may be relevant to the reader.

Scope of Applicability

Who and or what the Policy applies to: Lists groups who must know and adhere to the 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.


  • Clients must submit a reservation request online at Reserve Carolina and confirm two business days prior to the meeting or the reservation will be cancelled.
  • It is the client’s responsibility to monitor the occupancy of meeting rooms. For official room capacities see the Carolina Union's Facility Use and Reservation Policy Appendix, VII.
  • Furniture may not be rearranged. Charges will apply.
  • Failure to provide meeting details to the Office of Event Services will result in the cancellation of the meeting.
  • Cancellations must be submitted by email to the Office of Event Services by the same individual who initiated the original request. Cancellations must be received by 12pm two business days prior to the meeting.
  • Failure to observe guidelines noted above may result in loss of reservation privileges and/or charges.

Exceptions (if applicable)

List of common exceptions to the Policy and how they will be handled.


Definition of keywords and acronyms used in the Policy. Procedures or Standards making use of the same definitions may refer back to a Policy definition section to avoid redundancy or transcription error.

Remove this section if not applicable.

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

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)


Article ID: 132450
Thu 4/8/21 9:31 PM
Thu 5/18/23 8:31 AM
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.
06/01/2012 12:00 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.
Director, Event Services
Last Review
Date on which the most recent document review was completed.
04/26/2023 12:00 AM
Last Revised
Date on which the most recent changes to this document were approved.
04/26/2023 12:00 AM
Next Review
Date on which the next document review is due.
04/26/2024 12:00 AM
Date on which the original version of this document was first made official.
08/01/2012 12:00 AM
Responsible Unit
School, Department, or other organizational unit issuing this document.
Carolina Union