The University Policy Manual

The purpose of this policy is to set priorities for facility usage, define scheduling procedures, and establish charges associated with event management and facility usage.

Activities shall in no way violate the purposes, property, policies, or regulations of the University or the State. All organizations are expected to follow the rules and regulations governing the particular facility or grounds being used. Attendance may not be restricted in ways referred to in the University's statement on nondiscrimination. At all times, the University maintains the right to determine which activities are appropriate to be held on the campus.

1. University departments or units are component parts of UNCG.
2. Student groups are those that have received official recognition through the Office of Student Life.
3. University affiliated units are other units that exist for the sole purpose of advancing UNCG and that have been formally recognized as such by UNCG - for example, alumni groups.
4. Unaffiliated groups are all others.
5. Event Managers are offices certified as having the resources to manage events successfully.
6. Reserving Offices are offices that reserve specified facilities.
7. Building Managers are individuals with designated responsibility for the management of one or more university facilities.

1. University activities
   Group A includes:
   1. University academic activities carry out the instructional and research mission of the University, e.g., classes, performances as part of class requirements, and faculty meetings relating to UNCG curriculum and research.
   2. Other University activities include other programs that are regular and normal functions of a UNCG department, student group, or university affiliated unit, e.g., alumni and donor events sponsored by University Advancement.
2. University Events with Fees, and University Related Events
   Group B includes:
   1. Programs such as workshops, conferences, seminars, or camps that are planned by UNCG departments and student organizations that charge a participation fee or require membership in an unaffiliated group.
   2. Meetings, conferences, seminars, and programs that involve a university or university-affiliated unit and an unaffiliated cosponsoring organization such as a professional association or organization - where the event is consistent with the stated mission of UNCG. Professional associations are classified as unaffiliated, even though UNCG faculty and staff may be members.
   3. Meetings, etc., organized by agencies of North Carolina state government.
3. External Events are any programs or activities originating from an organization unaffiliated with the University.

1. Group A. University Activities
2. Group B. University Events with Fees, and University Related Events
3. Group C. External Events

1. Reservation Process
   1. Group A and B Events
      Inquiries about facility space and availability should be directed to the appropriate Reserving Office listed below. Each Reserving Office has the responsibility to ensure that the requested space is suitable for the event. The information requested on the Space Reservation Form (PDF: requires a reader such as Adobe Reader) should be provided to the Reserving Office as part of the reserving process. A room is not reserved until a confirmation is received. If you have not received a confirmation within 3-5 business days, please contact the Reserving Office. Any questions about reserving procedures should be directed to the appropriate Reserving Office..

      Reservation of event space will be made by the appropriate Reserving Office:

      University Facilities	Reserving Office	Telephone
      All classrooms. Academic spaces not specified in this table.	University Registrar	334-5946
      Alumni House	Alumni Office	334-5592
      Athletic facilities (Fleming Gymnasium, Soccer Stadium, Baseball Stadium, softball field, tennis courts, playing fields north of Walker Ave.)	Director of Athletics	334-5213
      Aycock Auditorium	Director of Student Life	334-5800
      Dining Hall	Director of Dining Services	334-5195
      Exterior areas	Director of Student Life	334-5800
      Elliott University Center	Director of Student Life	334-5800
      Faculty Center	Office of the Provost	334-4224
      HHP Building (except for Fleming Gymnasium and classrooms), golf course, and swimming pool	Assistant to the Dean, Health and Human Performance	334-5744
      Mossman Building Lobby	Office of the Provost	334-4224
      Music Building (except for classrooms)	Associate Dean, Music	334-5789
      Piney Lake	Campus Recreation	274-4216
      Residence Halls & common areas	Director of Housing and Residence Life	334-5636
      Student Recreation Center, recreational fields south of Walker Ave.	Director of Campus Recreation	334-5924
      Weatherspoon Art Museum (except for classrooms)	Continual Learning (Event Manager designated by Weatherspoon)	334-4726
      Other telephone numbers:	Continual Learning	334-4726

   2. Group C Events
      All external groups that do not have a relationship with another Event Manager should call Continual Learning. Continual Learning will provide initial information and determine which Event Manager can best meet the group's needs. The process of reserving space and event planning will be handled by the Event Manager.
2. Event Management
   Significant events are best managed by offices with the staff and experience to handle the range of challenges associated with such events. Planning successful events requires experience that most faculty and staff do not have, and events management takes time away from other responsibilities. The Chancellor's Executive Staff urges everyone to consider the advantages of retaining a designated Event Manager.

   Event Managers are certified by Continual Learning on a year-to-year basis, determined by having staff with demonstrated capacity for successful events management and compliance with the Facility Use Policy.

   1. Event Managers for any building or space

      1. Alumni Affairs - 334-5592
      2. Bryan School - Office of Professional Development Programs - 334-3088
      3. Continual Learning - 334-4726
      4. School of Education - Center for Educational Studies and Development - 334-3401
      5. Intercollegiate Athletics - 334-5213
      6. School of Music - 334-5789
      7. Student Life - 334-5800
      8. University Advancement - University Relations - 334-3783

   2. Event Managers for their own events in the buildings or spaces they occupy

      1. Campus Recreation - 334-5924
      2. Weatherspoon - 334-5770
   3. University Activities (A)
      University units may choose to coordinate the event on their own by using the Event Planning Checklist (PDF: requires a reader such as Adobe Reader), or have one of the designated Event Managers handle the arrangements for an appropriate administrative fee. Some Reserving Offices, due to the nature of their facilities, may require the services of a designated Event Manager.
   4. University Related Events (B)
      If a category B event involves four or more of the following, an Event Manager must be used:
      1. Multi-day events
      2. Events with 300 or more attendees
      3. Events held on Saturday or Sunday
      4. Events that include external vendors (i.e., exhibitors)
      5. Events that require campus police presence
      6. Events that require on-campus housing
      7. Events that use more than one room
      8. Events requiring food service
      9. Events requiring on-campus parking
      10. Events requiring audiovisual and/or other equipment

      For smaller events, retaining an Event Manager may be advisable to provide consistent, high quality experiences for participants. The information to determine if an Event Manager is necessary is part of the Space Reservation Form (PDF: requires a reader such as Adobe Reader). If the event does not require an Event Manager, University units may coordinate the event on their own by using the Event Planning Checklist (PDF: requires a reader such as Adobe Reader).

   5. External Events (C)
      All external events must be coordinated through an approved Event Manager. Groups without a prior relationship to UNCG should contact or be directed to Continual Learning.

1. Charges for direct services such as catering, parking, public safety, piano tuning
2. Administrative fees for services provided by the Event Managers
3. Facility use fees retained by the Facilities office for maintenance of state facilities, and by fee-supported offices for maintenance of fee-supported facilities

Designated Event Managers are the only offices authorized to charge an administrative fee for organizing an event. Reserving Offices may charge only for direct services, not facility or administrative fees. Once an Event Manager is asked to develop a budget or plan, the initiating office or group must pay a specified base fee, even if the event is subsequently canceled. Event Managers will retain all administrative fees collected. Additional charges may be incurred if there is damage to the facility or for failure to clean up after an event.

Facility fee rates are available through Reserving Office or Continual Learning.

Event Managers (or the initiating campus offices if there is not an Event Manager) are responsible for ensuring that facility fees and all other charges are paid. In the case of cosponsored University Related Events, the initiating campus office is responsible for seeing that all charges are paid.

For safety reasons, among others, departments are encouraged to use the services of designated Event Managers.

Coverage will not be less than:

1. Bodily injury $500,000 each person, $1,000,000 each occurrence
2. $500,000 property damage each occurrence

Group C proof of insurance will be handled through Continual Learning or another designated events manager (designated under this policy). Where there is not an events manager for a Group B event, the UNCG sponsoring department must see that unaffiliated cosponsoring organizations send proof of insurance to the Reserving Office, as specified in the Event Planning Checklist. Failure to do so could result in cancellation of the event. Any exceptions or modifications must be approved by the University's risk manager (Director of Purchasing), in consultation with the University's legal counsel.

All agreements with unaffiliated organizations will include a section requiring that the University be indemnified and held harmless from all liability, loss, damage, costs and all other claims for expenses asserted against the University that may arise during or result from the approved use.

UNCG faculty, staff, and students shooting films or still photography on campus should follow procedures and protocol set forth by the Department of Broadcasting & Cinema. Approved client funded projects in association with the Department of Broadcasting & Cinema will follow Broadcasting & Cinema's Policies for Client Funded Projects. These policies must not conflict with the Facility Use Policy.

Section XI is the responsibility of the University Police, and Section XII is the responsibility of Student Affairs.

Outdoor Assemblies and Distribution/Petitioning on University property at The University of North Carolina at Greensboro are limited to the following: (1) University departments, affiliated student organizations, students, faculty and staff, ("affiliated persons or groups")and (2) those unaffiliated persons or groups invited in writing by affiliated student organizations or University units [1].

One of the fundamental responsibilities of the University is to protect the rights and freedoms of all members of the University community and of duly invited speakers and guests. To that end, and as provided by law, reasonable time, place, and manner requirements are included in this policy. Participants in outdoor assemblies and those distributing/petitioning must abide by the following requirements.

1. Assembly and petitioning activities may not interfere with University operations.
2. Persons may not block or otherwise interfere with the free flow of vehicular, bicycle or pedestrian traffic.  The right of way of streets and sidewalks must be maintained.
3. Persons may not obstruct, disrupt, interrupt or attempt to physically force the cancellation of any event or activity sponsored by the University or by any users authorized to use University property.
4. Persons shall not engage in unlawfully harassing, physically abusive, threatening, or intimidating conduct toward any person.
5. Persons shall comply with the directions of a University official acting in the performance of his or her duty.
6. Use of public address systems and amplified sound will not be permitted.
7. Persons on University property may be required to provide picture identification and evidence of qualification to a University official upon request.  Evidence of qualification means (1) currently issued University identification card or (2) written documentation of an invitation to assemble on University property by an affiliated student organization or University unit and accompaniment by a University community member that is a representative of the group that issued the invitation.
8. No outdoor assembly may be conducted within 200 feet of a childcare playground or facility, or within 30 feet of any building.  In addition, assemblies may not take place within the confines of any Campus Recreation facility or Athletic facility.  No outdoor assemblies may take place in residential areas (those areas immediately adjacent to residence halls) between the hours of 9:00 p.m. to 9:00 a.m.
9. Notification of University Police
   1. Affiliated persons or groups
      Prior to any outdoor assembly of an affiliated person or group, notification of the event must be provided to University Police at (336) 334-5963 at least 12 hours before the event so that the Police may institute any necessary safety measures for both the speaker and those who attend. Notification must include the name of the student organization, unit or individual sponsoring the event, the date, time and location of the event, the nature of the event, and an estimated number of persons expected to attend.
   2. Unaffiliated persons or groups with an invitation
      Prior to any outdoor assembly involving invited persons or organizations not affiliated with the University, the student organization or University unit that issued the invitation must notify the University Police at (336) 334-5963 and deliver a copy of the written invitation to the University Police at least 48 hours before the event so that the Police may institute any necessary safety measures for both the speaker and those who attend. Notification must include the name of the student organization, or University unit sponsoring the event, name of the invitee(s), the date, time and location of the event, the nature of the event, and an estimated number of persons expected to attend. A copy of the written invitation must also be delivered to the University Police prior to the event.
10. When using spaces that can be reserved (see section V-A above), the group who has reserved the space has priority over any other group. When using space that cannot be reserved, the first group to provide notification to University Police as required above has priority to use it.
11. Those who participate in an outdoor assembly are responsible for any clean-up and/or damages associated with the event.
    
    Petitioning and Distribution
    1. Any member of the University community, and any affiliated student organization or group affiliated with the University, and any person or group invited to the campus by an affiliated student organization, or University unit may petition and/or distribute in any exterior campus space that is permissible for outdoor assembly as noted above, pamphlets, booklets, brochures, and other forms of written material on the condition that such pamphlets and materials are designed for informational (not commercial) purposes.
    2. All provisions of this policy related to outdoor assemblies also apply to petitioning and distribution activities.
    3. The University does not assume any obligation or responsibility for the content of the materials.
    
    Public Forums
    It should be noted that city streets and sidewalks are public forums; and they are available for assembly to all members of the public, as long as the assembly is in keeping with federal and state laws, and city ordinances. The following streets and sidewalks adjacent to or running through the campus are examples of such public forums:
    1. Forest Street between Oakland Avenue and Spring Garden Street
    2. Highland Avenue between Oakland Avenue and Spring Garden Street
    3. Jefferson Street between Spring Garden Street and the Walker/Aycock parking lot
    4. Kenilworth Street between Oakland Avenue and Walker Avenue
    5. McIver Street between North Drive and West Market Street
    6. Stirling Street between Oakland Avenue and Walker Avenue
    7. Theta Street between Kenilworth Street and Stirling Street
    8. Walker Avenue between Aycock Street and Jackson Library and between Tate Street and McIver Street
    9. Aycock Avenue
    10. Oakland Avenue
    11. Tate Street
    12. West Market Street
    13. Spring Garden Street

[1] For definition of University affiliated units, see section II above.
* Special thanks to the University of Maryland for specific phrasing used in this section.

University buildings or campus spaces may not be used to raise money or to solicit goods or services that can be measured in monetary terms for any individual or organization other than by a University affiliated group. Exceptions may be permitted for:

1. sponsored or cosponsored events (Group B in Section III) with merchandise or solicitations directly related to and supportive to the event's primary purpose, such as CDs sold at the University Concert and Lecture Series. Activity is limited to participants of the event. Solicitation permit required.
2. charitable organizations (tax-deductible under Section 170(b)(1)(a) of the Internal Revenue Code) using University space for an event. Solicitations of funds to invited participants must be in compliance with NC GS 131F, Solicitation of Contributions. Solicitation permit required.
3. vendors that have contracts to provide services, products.

Solicitations permits can be obtained through the Assistant Vice Chancellor for Student Affairs/Director of Student Life.

1. Event Planning Checklist (PDF: requires a reader such as Adobe Reader)
2. Reserving Offices
3. Building Managers List
4. Space Reservation Form (PDF: requires a reader such as Adobe Reader) (editable)