Purpose

1.    General Statement.

2.  Definitions of Groups That May Use the Campus Commons.

• University Groups. Academic or administrative departments; UNCW Board of Trustees; registered student organizations; or other organized groups established by the Chancellor.
• University-Sponsored Groups. Non-university groups sponsored by a university group who has substantial participation in, and responsibility (which may include financial responsibility) for, planning and executing the activity, and who is not merely lending its name as an endorsement to the non-university group's activity.
• External Groups. Non-university groups without a campus sponsor.

3.    Scheduling of the Campus Commons.
 
Requests for use of the Campus Commons must be made at least three working days prior to a proposed event or recreational use requiring ground penetration and at least seven working days prior to an event or recreational use requiring utilities, related services, or trade personnel.

The University Union is responsible for scheduling the use of the Campus Commons. Prior to scheduling university-sponsored or external events, authorization must be obtained from the Facility Use Manager located in the University Union.
 

4.    Conditions for Use of the Campus Commons.

• The bodies of water in the Campus Commons are intended for aesthetic and limited authorized recreational use. Unauthorized boating or swimming is prohibited because of safety concerns. For those special and very limited instances when persons may need to be in the water, pre-authorization is required so that necessary safety precautions (such as turning off electricity to underwater electrical cables) may be taken.
• Skateboarding, skating, and bicycling are prohibited in the amphitheater area and tiered ground behind the amphitheater in order to preserve and maintain the Campus Commons.
• Unauthorized vehicles are prohibited from the Campus Commons grounds. Vehicles transporting equipment used to stage an event should be unloaded and loaded in the parking lot closest to the site of the event.
• Prior to erecting any structure (e.g., tents), signs, or anything requiring ground penetration, permission must be obtained from the Physical Plant Director or his designee. To allow for proper clearance and investigation by Physical Plant, a Digging and Excavation Request and an area sketch must be submitted to the Physical Plant Director a minimum of three working days prior to the proposed event or recreational use. (See Procedure statement 1.d.)
• All users must abide by the regulations in this policy concerning technical equipment (Policy statement 5) and sound (Policy statement 6).

5.  Requests for Technical Equipment and Services.

• University Equipment and Services. The University Union can provide minimal technical equipment (with the fee schedule for this equipment established by the University Union). The University Union is also responsible for coordinating requests for equipment and services provided by other university departments, such as Telecommunications.
• Utilities and Related Services.   Scheduling personnel of the University Union are responsible for determining if an event requires access to water or university power, trash cans, etc. and/or trade personnel support. University Union personnel will submit requests for needed services to the Physical Plant at least seven working days prior to the date of the event. Electrical connections to the university power systems of an exceptional nature (three phase, etc.) will be made only under the supervision of a university electrician.
• Security.   The need for security is determined by University Police.
• Toilet Facilities.   Event participants will be provided with toilet facilities in the University Union or with portable facilities billed to the event organizer but rented by the university. The university reserves the right to determine which approach will be used for each event.
• Non-University Equipment.   Authorized staff of the University Union must approve any non-university equipment needed to stage an event. The user is responsible for acquiring additional equipment not available through the university. UNCW is not responsible for non-university equipment used to stage an event.

6.  Sound and Time Limit of Events.

• All events using amplified sound must be completed by 11 p.m. Amplified sound must not exceed established limits determined by the university
• Events not using amplified sound may continue past 11 p.m.
• Non-compliance with the above regulations concerning sound will result in immediate termination of an event and restriction of reservation privileges.
• The Facilities Use Manager will provide Randall Library with a copy of the confirmation for events using amplified sound.

• Rental, Reservation, and Processing Fees.   University groups and university-sponsored groups may use the Campus Commons without a rental, reservation, or processing fee for events not requiring an admission or requesting a donation. External groups will be charged a rental, reservation, and processing fee for such events. All groups will be charged a rental, reservation, and processing fee for ticketed events.
• Charge for Services.    All groups will be charged for all services necessary to stage the event (i.e., technical equipment such as lighting and amplification systems, security, clean-up, or after-hours operation of the University Union).
 
See Appendix A for a listing of fees and assessments and their respective rates.

1.    Requests for Use of Campus Commons.

a.    Scheduling.

• Contact the University Union (extension 7098) at least three working days prior to a proposed event or recreational use requiring ground penetration and at least seven working days prior to the event or recreational use if utilities, related services, or trade personnel are expected to be needed.
• All university-sponsored groups and external groups will need to request authorization from the Facilities Use Manager in the University Union (extension 7098) to schedule events or recreational use. Additional time may be required for authorization.


b.     Requests for Technical Equipment, Services, and Staff.
 

• For university equipment, services, and staff, direct all requests to the University Union.
• For non-university equipment, obtain approval from authorized staff of the University Union prior to making arrangements with an external source for the equipment.


c.     Security.
 

• The Facility Use Manager will notify University Police to determine if security services will be required for the event.


d.   Ground Penetration.
 

• Persons planning to erect any structure (e.g., tents), signs, or anything requiring ground penetration must complete and submit a Digging and Excavation Request and an area sketch to University Union scheduling personnel. The University Union scheduling office will provide event organizers with a copy of the form. Forms may also be obtained from Physical Plant. (See PHY 1.30 for additional information.)
• The University Union will forward the completed form and sketch to the Physical Plant Director a minimum of three working days prior to the proposed event or recreational use to allow for proper clearance and investigation.

2.    Billing.

• The appropriate university department that provided services or equipment to stage the event will bill all respective charges.
• University groups will be billed via an interdepartmental invoice.

                   (See Procedure ACG 1.30.)
• Non-university groups will be billed via an external invoice.

                  (See Procedure ACG 1.40.)

FAC 1.80 - Use and Rental of the Campus Commons

• University groups and university-sponsored groups may use the Campus Commons without a rental, reservation, or processing fee for events not requiring an admission or requesting a donation.
• External groups will be charged these fees for such events.
• All groups will be charged a rental, reservation, and processing fee for ticketed events.

• All groups will be charged for all services necessary to stage the event (i.e., technical equipment such as lighting and amplification systems, security, clean-up, or after-hours operation of the University Union).