Carolina Union: Rentals Policy

Title

Carolina Union: Rentals Policy

Introduction

Purpose

Only the resources/equipment in this document may be rented by Registered Student Organizations, University Departments, and Campus-based non-affiliates and may leave the Carolina Union facility. The following policy has been established to provide for the safe and equitable use of Carolina Union rental equipment.  

 

Scope

This policy applies to Carolina Union equipment available for rent by Registered Student Organizations, University Departments, and Campus-based non-affiliates. 

Policy

Policy Statement

Reservations:

  • All rental reservation must be submitted at least 3 business days in advance.
  • Rentals can only be checked out or returned during normal Carolina Union operating hours.
  • Rentals must be returned by reservation end time to avoid late fees.
  • The individual picking up the rental must be listed as a contact on the reservation.
  • Rentals are limited to a maximum of 3 consecutive days.

Tables and Chairs

  • Rental tables and chairs are self-service intended for off-site use and may be requested at a cost.
  • Tables are 6’ feet (72”x34”) brown MityLite tables.
  • The chairs are white plastic folding chairs.
The Check Out Process:
  • Clients must check in to their reservation at the Carolina Union Welcome Desk, 2nd floor.
  • The client must present a valid One Card at the Guest Services Desk.
  • The client will meet with an Event Services team member to review and sign the rental agreement.
  • Tables and chairs must be claimed no later than 15 minutes after the reservation start time. If the tables and chairs are not claimed a “No Show” will be issued to the client.
  • The Union will not provide transportation for tables and chairs. A cart may be available to check-out (One Card required) on a first-come, first-serve basis. The renter is responsible for a loss fee and the current market cost of replacing lost carts.
    • For rentals of a small quantity, the tables/chairs may be prepared on carts prior to the renter’s arrival and can be rolled out of the closet area by the client. Renters are expected to return the cart to the closet hallway promptly after loading out the rental equipment.
    • For rentals of a larger quantity, Event Services should have carts available and load tables and chairs from storage room 1510 to the hallway.
  • Event Services staff are not permitted to load or unload rental equipment into vehicles.
Usage:
  • Tables and chairs must be returned cleaned and free of food, debris, etc.
  • Cleaning fees may apply if tables or chairs are excessively dirty.
The Return Process:
  • Return to the Welcome Desk to initiate return process.
  • Tables and chairs must be returned cleaned and free of food, debris, etc.
  • Cleaning fees may apply if tables or chairs are excessively dirty.
  • If all tables and chairs are not returned or have been damaged, there will be a damage or loss fee invoiced to the renter and replacement cost of the item at current market value.
  • Sign the original rental agreement verify equipment is returned.

AV Rentals (PA and Lighting)

  • All AV rentals are self-service and intended for self-service exterior, lounge and off-site use and may be requested at a cost.
  • Mackey Freeplay 2022 is a Public Address (PA) System that is Bluetooth operated.
    • Each kit comes with a tripod stand and two microphones.
  • Uplighting – portable LED light sources that provide strategic lighting effects in event spaces. Uplighting can dramatically improve the look and feel of your event venue.
    • Uplights are rented in pairs of two (2).  
  • Instruction cards are provided for each type of rental.
The Check Out Process:
  • Clients must check in to their reservation at the Carolina Union Welcome Desk, 2nd floor.
  • The client must present a valid One Card at the Guest Services Desk.
  • Review and complete the rental agreement.
The Return Process:
  • Equipment must be returned neatly organized in their carrier cases.
  • Return the equipment to the Welcome Desk.
  • If equipment is not returned or has been damaged, there will be a damage or loss fee invoiced to the renter and replacement cost of the item at current market value.

Exceptions

Requests must be made in writing (email) and sent to eventservices@unc.edu, Subject Line: Exception for Name of Event, Space and Date.  

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)

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