Facility Use Policy

The primary purpose of the facilities at The University of North Carolina at Greensboro (herein “UNCG” or “the University”) is to carry out the educational mission of the University. As a public institution, UNCG also seeks to reach out and be accessible to the larger community. To the extent that space is available, the University welcomes community groups and organizations to utilize our facilities for purposes compatible with the University’s mission.

This policy sets priorities for facility usage, defines scheduling procedures, and establishes charges associated with event management and facility usage. Questions about this policy should be referred to the Dean of the Division of Continual Learning (336) 315-7044.

This policy governs the temporary usage of UNCG-owned [1] buildings and grounds (referred to herein as “facilities”) in connection with on-campus events and activities. This policy also applies to off-campus facilities owned by UNCG including Piney Lake and Gateway University Research Park.

Reference should also be made to any policies and procedures governing the particular facility being used.[2] In case of conflict between this policy and the policies and procedures governing a particular facility, the latter shall prevail unless it leads to a result that is unlawful or violates any UNCG policy or code provision of the University of North Carolina including UNCG’s Policy on Discriminatory Conduct. At all times, UNCG retains the right to determine which activities are lawful and appropriate in UNCG facilities.

The specific terms and conditions of each approved use of University facilities shall be set forth in a Facility Use Agreement to be negotiated between UNCG and the requesting party (the “Agreement”). This policy shall be incorporated into the Agreement as an Addendum.

1. University departments or units are component parts of UNCG.
2. Student groups are those that have received official recognition through the Office of Campus Activities and Programs.
3. University affiliated groups or units are other groups or 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 other groups that have not been formally recognized by UNCG in any capacity.
5. Event Managers are personnel that have been designated by UNCG with the responsibility to coordinate and manage all elements of an event.
6. Reserving Offices are offices that have been designated by UNCG to work with Event Managers and/or faculty to reserve specified facilities; they do reservations only, not coordination or event management.
7. Building Managers are individuals with designated responsibility for the management of one or more University facilities.

Uses of University facilities can be divided into three broad categories:

1. University Activities (Group A) – Group A events include:
   1. University academic activities, which 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, which 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) – Group B events include:
   1. Events such as workshops, conferences, seminars, or camps that are planned by UNCG departments and student groups 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 group or unit and an unaffiliated cosponsoring group, such as a professional association or organization – where the event is consistent with the stated mission of UNCG. Professional associations are classified as unaffiliated groups, even though UNCG faculty and staff may be members.
   3. Meetings, etc., organized by North Carolina state government agencies.
3. External Events (Group C) – Group C events include any programs or activities originating from an unaffiliated group.

Uses of University facilities can be divided into three broad categories:

The scheduling of academic classes has the highest priority on state-funded facility space. Once the calendar process for Group A events is complete, space will be available on a first-come, first-served basis for Group B events and then C events. As a rule, once space has been reserved and confirmed, groups will not be moved.

The role of the Division of Continual Learning (DCL) is as follows:

1. DCL will serve as a portal for unaffiliated groups; if an unaffiliated group does not know whom to contact regarding holding an event on campus, it should initially contact DCL at (336) 315-7044.
2. DCL will serve as a pass-through for reservation requests; however, reservations and event management should be done by the Event Manager and personnel of the appropriate Reserving Office for each facility.
3. DCL personnel will serve as Event Manager only when no Event Manager has been designated.

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 special experience, and events management takes time away from faculty and staff’s other responsibilities. The Chancellor’s Executive Staff therefore urges everyone to consider the advantages of retaining an Event Manager. Some Reserving Offices, due to the nature of their facilities, may require the services of a designated Event Manager. A designated Event Manager may also be required based on the classification of the event.

1. Categories of Charges
   Events held in UNCG facilities may be charged
   1. Charges for direct costs such as catering, parking, public safety, housekeeping, piano tuning. For events at exterior University venues, there might also be charges for grounds staff and waste management staff.
   2. Administrative fees for services provided by the designated Event Managers.
   3. Facility use fees for maintenance of state-supported facilities and for maintenance of fee-supported facilities.
   4. Additional charges may be incurred if there is damage to the facility or for failure to clean up after an event.

1. Fee Restrictions
   Designated Event Managers are the only personnel 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 retained to develop a budget or plan for the event, the requesting party must pay a specified base fee, even if the event is subsequently canceled. Event Managers will retain all administrative fees collected.
2. Collection of Fees
   Event Managers (or the Reserving Office if there is not an Event Manager) are responsible for ensuring that facility fees and all other charges are paid in advance of the event. In the case of co-sponsored University Related Events, the Reserving Office is responsible for seeing that all charges are paid in advance of the event.

Safety involves legal and moral responsibilities. It is the responsibility of the Event Manager (or the sponsoring department, if a designated Event Manager is not being used) to ensure that an event is held in a safe environment. Depending on the size, nature, and location of the event, different safety precautions are to be followed. Some facilities have designated Building Managers to work with; other facilities do not. If the building being used has a designated Building Manager, the Event Manager/sponsoring department will work with that person to ensure all safety requirements are met. If there is no Building Manager, the Event Manager/sponsoring department must contact the Department of Environmental Health and Safety for any of the safety concerns listed in the safety section of the Event Planning Checklist (PDF: requires a reader such as Adobe Reader). For safety reasons, among others, departments are encouraged to use the services of designated Event Managers.

1. Comprehensive Liability Insurance
   
   
   1. All unaffiliated groups using University facilities shall provide a certificate of insurance, written by a company licensed to do business in the State of North Carolina, listing the University as an additional insured. This would include all Group C events, and unaffiliated co-sponsoring organizations in Group B events.
   2. Coverage will not be less than:
      
      
      1. Bodily injury $1,000,000 per occurrence; $3,000,000 aggregate.
      2. $100,000 property damage per occurrence.
   3. The University reserves the right to require the requesting party to provide additional insurance based on the specific nature of the event. Property Damage coverage of $100,000 may be waived for very low risk activities if approved by the University’s Office of Enterprise Risk Management, in consultation with the University’s Counsel.
   4. Group C proof of insurance will be handled through the designated Event Manager or through the Division of Continual Learning. Where there is not an Event 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.
2. Specified Hazard Insurance
   Programs that charge a fee, such as camps, workshops, or conferences, where UNCG full or part-time staff (paid or volunteer) will be supervising minors must carry Specified Hazard Insurance (accident/medical). This coverage must be purchased through the Office of Enterprise Risk Management at nominal rates.
   
   
   
3. Indemnification
   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.

All unaffiliated groups desiring to undertake videotaping, filmmaking, or commercial photography on UNCG’s campus must direct their requests to the Division of Continual Learning in accordance with the Division of Continual Learning’s Film and Visual Representation Guidelines (PDF: requires a reader such as Adobe Reader). These guidelines must not conflict with the Facility Use Policy. UNCG faculty, staff, and students shooting films or still photography on campus should follow procedures and protocol set forth by the Department of Media Studies (PDF: requires a reader such as Adobe Reader). These policies must not conflict with the Facility Use Policy.

When University classes are cancelled due to adverse weather (such as ice and/or snow, or other conditions) or emergency conditions, all special events scheduled to be held on University property will be cancelled as well — whether they are on campus or off campus and whether they are for internal or external groups. The local media will be requested to broadcast the campus closure as a public service message. In addition, the University’s adverse weather number (334-4400) or website (http://spartanalert.uncg.edu/) may be accessed for up-to-date campus closure information. Cancelled events can be rescheduled by contacting the appropriate office.

This cancellation clause does not pertain to regularly scheduled UNCG athletic events involving UNCG teams.

Any violation of this policy by faculty or staff may be considered “misconduct” under EPA policies (faculty and EPA non-faculty) and “unacceptable personal conduct” under SPA policies, including any appeal rights stated therein. Violations of law may also be referred for criminal or civil prosecution.

The Dean of the Division of Continual Learning will periodically review this policy as necessary.

• Event Planning Checklist (PDF: requires a reader such as Adobe Reader)
• Building Manager List
• Space Reservation Form (PDF: requires a reader such as Adobe Reader)
• EUC Building Policies and Procedures
• Facility Rental Fee Chart (PDF: requires a reader such as Adobe Reader)
• Film and Visual Representation Guidelines (PDF: requires a reader such as Adobe Reader)
• Media Studies Guidelines (PDF: requires a reader such as Adobe Reader)
• Policy on Discriminatory Conduct
• Outdoor Assemblies and Distribution/Petitioning Policy
• Solicitation by Affiliated and Unaffiliated Groups Policy
• Student Affairs Policy on Posting Announcements
• UNCG Office of Emergency Management

Comments or questions? Email the Policy Administrator.