Reservations

Facility Use By Non-University Groups

The purpose of the facilities at UNCW is to support the educational mission and strategic goals of the university. The facilities are available primarily for programs offered by and intended for the campus community. As a public institution, UNCW 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 designated spaces in certain campus facilities for purposes compatible with the university's mission and strategic goals.

Non-university groups should review the following documents to become familiar with UNCW policies and procedures as related to facility use:

Facilities Available to Non-University Groups:

  • Reservable facilities that allow food/beverage service are the Warwick Center Ballroom, Fisher Student Center, Burney Center, Fisher University Union.
  • Academic facilities available are Leutze Hall, Morton Hall, McNeill Hall, Teaching Labs, King Hall and Bear Hall.
  • Facilities available based on venue-specific rules are the Center for Marine Science, Kenan Auditorium, and Trask Coliseum.

Online Campus Reservation System:

  • Warwick Center Ballroom, Fisher Student Center, Fisher University Union, and academic spaces may be requested using the online Campus Reservation System if you have been assigned a CRS web account username and password.
  • You can browse for facilities and events without a Web account but if you are a frequent requestor of space you may want to request approval for a CRS Web account by calling the Facility Use Manager at 910-962-3011.

Reserving Offices:

Exterior Space:

Event Management:

  • All non-university events must be coordinated through an approved Event Manager. If a facility does not have an event manager, non-university event planners should contact Conference Services at 910.962.3546 or email clconferences@uncw.edu

Event Fees:

  • Non-university groups will be charged fees for facility use. Fees are based upon venue-specific policies, number of participants, size and number of rooms reserved, and duration of the event. The Event Manager will discuss fees at the time the reservation is made.
  • Events held in university facilities may be charged:
    • Direct services such as catering, parking, University Police services, piano tuning, box office or ticketing, Audio Visual Services, or technical equipment
    • Administrative fees for services provided by the event managers
    • Facility use fees that may cover replacement and restocking costs, normal wear and tear on facilities, utilities and other overhead costs.
    • Deposit, no show or late cancellation fees
    • Overtime (beyond reservation time) fees
    • Damage or excessive clean-up costs

Insurance:

  • Non-university groups using university facilities will be required to provide a certificate of general liability insurance listing the university as an "additional insured". This includes all non-university groups that cosponsor events with university entities.
  • Coverage will not be less than:
    Bodily injury $1,000,000 each person, $3,000,000 each occurrence, $1,000,000 property damage each occurrence
  • Non-university group proof of insurance will be handled through Conference and Event Services or another designated reserving office. Proof of insurance must be sent to the appropriate reserving office with the signed contract. Failure to do so will result in cancellation of the event.