Purpose  Scope Policy Procedure

Effective July 1999, the policy number changed from  MSC 1.30 to FAC 1.30. A new Facilities Use and Rental section of the Administrative Policies and Procedures Manual has been created to organize all policies related to the use and rental of university facilities into one easy-to-find section.

To establish policy and operating guidelines for the use of Kenan Auditorium and to explain the Auditorium Use Committee and Advisory Committee.

Applies to all University departments and community organizations requesting the use of Kenan Auditorium.

1.    General Statement.
The University of North Carolina at Wilmington maintains and administers the Sarah Graham Kenan Memorial Auditorium for the educational and cultural benefit of the University and greater Wilmington communities.

2.    Operating Guidelines.
Operating guidelines for the use of Kenan Auditorium will be circulated to University departments/ activities and community organizations by the College of Arts and Sciences. Included in the operating guidelines are the following:

- Guidelines for Facility Requests. The Guidelines for Facility Requests provide
   procedures for requesting facilities, equipment, and staff. Additionally, these
   guidelines set forth a time schedule for requests and a priority listing of events which
   will be used in determining scheduling of the Kenan Auditorium.

- Schedule of Fees.   The Schedule of Fees is a listing of fees charged for the use
  of  Kenan Auditorium and includes fees for rental of facilities, rental of equipment,
  technical staff and services, and deposit for facility requests.

- Minimum Call Guideline.   The Minimum Call Guideline lists the amount of time
   and  number of stage hands needed for moving equipment, load-in/load-out, and
   performance calls. This guideline is used to determine staff availability and to assist
   producers in planning their budget in the event qualified technicians are needed.

- Guideline for General Services and Requirements.   This guideline furnishes
  descriptions of services provided by Kenan Auditorium and outlines requirements by
  which the user must comply. These are the operating guidelines described in the
  contract.

Operating guidelines for Kenan Auditorium, equipment, and technical staff will be based on considerations of priority of programming, staffing and safety. It shall be the responsibility of University department heads and community organization "contract officers" to ensure that all programs using Kenan Auditorium, equipment, or staff operate within these guidelines. Operating guidelines will be adjusted as needed to reflect changes in the policies of the University.

3.    Guideline Review Process.
It shall be the responsibility of the Auditorium Manager to review guidelines for the use of Kenan Auditorium, equipment, and staff annually in August and submit recommendations, as appropriate, to the Kenan Auditorium Use Committee and Advisory Committee.

4.    Use and Advisory Committee.
The Kenan Auditorium Use Committee and Advisory Committee is established to develop and encourage support of the Auditorium and shall have authority to exercise discretionary power to revise policies and procedures relative to the use of the Auditorium. Appeal of adverse decisions may be made to the Kenan Auditorium Use Committee and Advisory Committee. Committee membership will include representatives from the University and greater Wilmington communities and other members whose interest and participation is beneficial to the mission of Kenan Auditorium. The Committee may appoint an executive subcommittee to act between meetings of the full Committee. The Auditorium Manager will provide administrative support to the Committee.

5.    Fees and Minimum Call Guidelines.
All services will be provided according to the Schedule of Fees and Minimum Call Guidelines included in the operating guidelines.

D.    Procedures.

1.    Requests for Kenan Auditorium.
Requests for the use of Kenan Auditorium, equipment, and support staff may be made by contacting the Kenan Auditorium Manager:
The University of North Carolina at Wilmington
Kenan Auditorium
Wilmington, North Carolina 28403-3297
Telephone (919) 395-3442
Requests should be made within the time schedule described in the Guidelines for Facility Requests. The requester will be furnished operating guidelines (if needed) and a Facility and Services Request form, which must be completed and returned to the Auditorium Manager. The Auditorium Manager will be available to assist Project Directors in the completion of the form, project scheduling, and planning technical needs within the operating guidelines.

2.    Governed Use of the Auditorium.
The use of Kenan Auditorium will be governed by contract and the Guideline for General Services and Requirements. Facility Requests will be approved and contracts issued by the Auditorium Manager based on the following priorities of use:

- UNCW Academic Departments
- Other University and supported organizations
- Community Organizations