Events FAQs
Event planning can seem like an overwhelming task and the Business Core Service Team is here to make the event planning process as simple as possible. Before completing the CHHS Events and Reservations Request Form to request support for your next event, please review these FAQs that address common questions and include pricing information as you develop the budget for your event.
Space/Room Reservation & Access:
If you just need a room and do not need event help, a comprehensive list of available spaces on campus can be found through the UNCW Campus Reservation System. You will need to login using your UNCW credentials.
If you need assistance or have any questions about a specific space, contact the CHHS BCST office through a channel below.
- Email: bcst@uncw.edu
- Phone: 910-962-7999
- Office Location: Veterans Hall 3539
Events Located in Non CHHS Spaces & CHHS Spaces:
CHHS faculty, staff and students hosting events are free to host their event at any available space on campus. Keep in mind that those facilities directly managed by CHHS (McNeill Hall, Veterans Hall, Hanover Gym and portions of Trask Coliseum) do offer increased flexibility in terms of set-up because our staff have more control over the spaces. For a complete listing of available spaces on campus please visit UNCW's Campus Reservation System. You will need to login using your UNCW credentials.
Tip: When reserving a space please ensure that you have given yourself adequate time for setup and breakdown when making a reservation.
Please refer to the CHHS Event Space Misuse Policy here to ensure that all university event spaces are used responsibly, safely, and in alignment with the mission, values, and regulations of the university. Misuse of event spaces may result in disciplinary action, fines, or restrictions on future use.
Access:
The CHHS Event Coordinator works with Access Management to ensure that your space will be open for you based on your reservation time. Please make sure you have accounted for setup and breakdown in your reservation time.
Catering/Food:
Aramark/Outside Catering: Beginning July 1st, 2025, apart from pizza orders, any food orders over $500.00 must go through Aramark for first right of refusal. In special circumstances, Aramark does allow event hosts to bring in food that is donated by outside vendors with prior approval by Aramark. Aramark has the right of first refusal and must be consulted regarding any food for events. If you would like to use an outside caterer, please complete the outside catering approval form.
The UNCW Catering office offers a wide variety of options, including more budget-friendly options for on or off-campus events like receptions and retreats. In addition to food, catering offers rentals for linens, cutlery, glassware, dishware, and specialty event items. Important notes regarding catering at your event:
- Beginning July 1st, 2025, any on-campus catering below $500 will be charged an 18% service fee. Pcards may be used for food up to $500.
- Menus and estimated guest counts should be submitted at least three (3) weeks prior to the event to Aramark/Caterer and CHHS Events Coordinator.
- A final guest count must be provided to the CHHS Events Coordinator no later than 72 hours prior to the event.
- For events serving alcohol, all guests are required to be over the age of 21 or the event host will be required to develop a formal process for age verification at the event. Please note that alcohol may not be served on campus prior to 5 p.m. and an alcohol permit must be on file with Aramark at least 10 business days prior to your event. Email gudinomendozac@uncw.edu for Aramark's current beer and wine offerings.
Helpful Link:
Costco: If your event requires snacks, cutlery, drinks, or other items from Costco, please coordinate with your department and/or CHHS Events Coordinator at least 14 days prior to the event. A department representative must accompany the CHHS representative during the shopping trip. However, if your department has a UNCW-issued Costco membership and a UNCW purchase card, you may shop at Costco independently without involving the CHHS Events Coordinator.
Visitor & Event Parking
CHHS BCST is happy to help with your parking needs, whether for one guest, multiple guests, or an event. We use our in-house free parking spaces when available, and we’ll work with you and the UNCW Parking Office to identify pricing and preferred lots when needed.
Visitor Parking:
To request visitor parking for CHHS or other groups, please complete the CHHS Visitor Parking Request Form 1-2 business days before your guest’s visit. Same-day requests can be accommodated.
CHHS will first use its free visitor parking spaces. If all spaces are occupied, visitor parking charges set by the UNCW Parking Office may apply.
Requests are not approved until BCST sends a confirmation email with a reserved parking permit or other instructions. All UNCW Parking policies and procedures remain in effect.
Event Parking:
Parking for more than 9 guests on a single day is considered an “event” by the university. Please email bcst@uncw.edu at least 14 business days before your guests arrive. We will work with you and the UNCW Parking Office to accommodate your request, though charges may apply.
Requests are not approved until BCST sends a confirmation email with a reserved parking permit or other instructions. All UNCW Parking policies and procedures remain in effect.
Equipment Requests:
Many campus spaces and events require additional resources, such as equipment, AV/technology support, and staffing. We recommend consulting with the CHHS Events Coordinator to discuss your specific needs before reserving a space. Below, we’ve outlined examples of the services we offer and their associated guidelines.
- Technology/AV Services (TAC tickets for AV assistance must be submitted at least 14 days weeks prior to the event date)
- Computers Log In
- CHHS Event Equipment/Supplies (tables, chairs, tablecloths, etc.) can be requested here. Please allow three-five business days for an email confirmation. All items are subject to availability and are provided on a first-come, first-served basis.”
- Staffing Requests (Staffing requests must be submitted 5 days prior to the event date). Within your staffing requests please submit what type (Full-time or student assistance), times/shift length, and roles and responsibilities. Note that BCST Operations reserves the right to deny any staffing requests.
- Special Conditions/Permits (Certain special conditions and permits may require advance notice. Please work with the Events Coordinator on special permits required for your event.
- Dig Permits must be requested at least 14 days prior to the day digging begins and once approved the permit is only valid for 10 days. More information can be found here.
If you would like to request equipment/supplies from BCST’s inventory for your event, please complete this request form at least one week prior to event date.
Requirements Affecting Minors on Campus
- If there will be minors or the possibility of minors at your event, please check out the UNCW/CHHS Event Minor Policy here. Please follow the steps to ensure you are compliant with university policies.
Emergencies/Incident Reports
In the event of an emergency, please call 9-1-1 or UNCW Police at 910-962-2222. Incident reports and emergency action plans are available in all classrooms and labs located in Veterans Hall, McNeill Hall, Trask Coliseum, and Hanover Hall. A digital Incident Report can be found here.