Event Resource Guide
If you would like for the Chancellor to attend and/or speak during the program at your event, please fill out the Chancellor Request Form at least 60 days prior to the event. If the event is contingent on the chancellor attending, it is recommended to submit this request six months to one year in advance and to provide alternate dates.
If your event is approved and the chancellor is able to attend, Carolyn Gavit, executive assistant to the chancellor, will send the event contact an Outlook meeting request to let him/her know the event is approved and added to the chancellor's calendar. An Outlook notification will also be sent to University Advancement's Events & Donor Relations office so an event liaison can be assigned to the event.
If the Chancellor is scheduled to attend your event, an event liaison from University Advancement will be assigned to work with you during your event. The liaison will discuss expectations and guidelines for event protocols.
Before planning your first event, please review UNCW's Facilities Use Policy.
The Event Checklist will help you determine the budget for your event.
It is a resource you should feel free to use when planning your event. It provides a lot of information to help the event planner stay organized while planning an event. The highlighted fields can be filled out or deleted, depending on the needs of the event. The event planner should feel free to use this as a guide and make any tweaks he/she feels appropriate for the event.
Use the Event Summary and Briefing Document to create a one-page summary of your event, showcasing the most important information to share as appropriate with your co-workers, Deans, Vice Chancellors, vendors, etc.
When reserving a space in a Campus Life Facility, you will be able to select your AV needs. View the pricing.
UNCW Catering is provided by ARAMark for all on-campus events. Whether your event requires casual refreshments or elegant dining, ARAMark provides quality meals, bar service, linens, decoration options, and much more.
To place an order online, please do so in CATERTRAX. If this is your first time using the system, you will be required to set up an account. Please contact UNCW Catering at 910-962-3600 to speak with someone about your questions or event needs.
For additional information about policies and procedures when using catering services and the use of alcoholic beverages for university-related events, please read the policy. You will need to fill out an alcohol beverage permit if you plan to serve alcohol at your event.
Conference Services can assist with your event registration and enrollment, as well as provide additional services. Please read the Services and Pricing Form. Contact Nancy Maready, director of Conference Services in Campus Life for your conference services needs.
Entertainment can add to the atmosphere of any event. There are countless options for finding the perfect entertainment within the UNCW Community. Below are some common resources.
- Spirit Group Request Form - Request Sammy C. Hawk, the UNCW Cheerleaders or the UNCW Dance Team at your upcoming event.
- Student Organization Directory - Search through the 200+ student organizations on campus to find one that may suit your event's needs. There are many groups in dance, chorus, a cappella, art, etc.
- Faculty and Student Accomplishments - Review the department's websites or contact a Department Chair to ask for ideas for your event. Perhaps a faculty member has published a new book he/she could read from at your event, or several students have created research posters that share the same theme as your event.
- Student Musical Performers - Request a student musical performance through the Music Department.
Whether you opt to pay to book a UNCW student or faculty member, or an outside vendor, please always check the Purchasing website to ensure you are following UNCW's policies.
Seahawk Mail is a full-service U.S. Postal Service contract station. When designing customized event invitations, it is always a good idea to check with Seahawk Mail to determine the weight of the invitation and the cost to mail each piece. Other services include bulk mail prices, postage stamps and mail pick-up.
University Relations can help develop a plan for the marketing needs for your event. The department can assist with the design of your invitations. To initiate a project with University Relations, fill out the Project Request Form and read about the Project Request Process.
UNCW's Media Relations professionals work to keep the public informed about campus news, including events.
The Parking & Transportation Office assists in ensuring the success of events by providing parking arrangements.
You must fill out a Special Event Parking Request a minimum of one week prior to the event you are planning. This request must be submitted for any type of campus event -- meetings, conferences, seminars, lunches, dinners, receptions, etc. When multiple events are scheduled on the same date, priority is given to the event that finalizes arrangements with Parking & Transportation Services first.
Parking rates can be found on the Parking & Transportation Office website.
Please read the Photo Use Policy before requesting a photographer at your event.
Physical Plant can help with many of your event needs. In most cases, you will need to fill out a Work Request. Please contact Tom Freshwater, director of Physical Plant with any questions or concerns related to your event.
The following are some areas Physical Plant can assist you with:
- Dig Requests - A request must be submitted whenever anything is put into the ground.
- Irrigation System - A request must be submitted so this is cut off for an outside event.
- Banners - Physical Plant houses many feather banners from across campus. A request must be submitted to retrieve the banners and set them up for your event. The department can also assist with hanging new banners.
- Space Temperature - Please keep in mind the temperature in each building changes during evening and weekend hours. Contact Physical Plant if you are planning an evening or weekend event to ensure the temperature will be comfortable for your guests.
- Housekeeping - Submit a request to let Housekeeping know about any event taking place during the evening or weekend hours to help ensure the department can prepare accordingly. For example, if your event is held on a Friday evening after Housekeeping has cleaned for the week, they may need to clean again before classes begin on Monday.
- Conflicting Work - It is beneficial to let Physical Plant know about your event, especially if it is held outside. This can ensure there are no conflicts, such as the grass being mowed at the same time as your event.
- Safety - Often arrangements can be made to assist with the safety of your event. (For example, they can bring in additional rugs to be placed at doors to ensure guests do not slip.)
Find a Space to fit Your Needs
Check the Campus Reservation System for Room Setups and Capacities.
Additional Photos and Descriptions of Campus Life Facilities provide additional information about each space.
Select a Date and Time for the Event
Use the Campus Calendars as a resource for reviewing other events scheduled. It is best to avoid scheduling your event on the same date as another event on campus that may involve the same potential audience.
Check Availability of Desired Space
There are two ways to check availability of space:
Most spaces on campus can be requested online using the Campus Reservation System.
Some spaces, such as Kenan Auditorium, Housing and Residence Life Facilities, Campus Recreation Facilities and other spaces with unique requirements must be reserved by phone or e-mail. See the Contact List for all Reserving Offices.
Once the space is confirmed, you will receive a confirmation e-mail with the contract attached.
A room in a Campus Life facility is not confirmed as reserved until a signed confirmation and proof of insurance (if a non-university group) if received back from the requestor. Until the signed copy is returned to Campus Life, the space will be tentatively held.
The Campus Police Department can assist with security at your event. If you are having an event outside in a tent, it is recommended to let the Campus Police know the event is taking place so they can check on the details as needed. It is always necessary to have someone from your office or a campus police officer present if AV equipment and/or a generator are outside.
Campus Police are also responsible for opening academic room event spaces.
The Special Event Security Policy provides additional details about event security.
Reserving Tables, Chairs, Podium, Stage, etc.
If you are not in a Campus Life facility, you may find the space your reserved for your event does not have the needed tables, chairs, podiums or stages the event required. Arrangements can be made with Moving Services to have these items delivered by contacting:
- Tables, Chairs, Podiums: Tina Strickland, Academic Affairs facility use manager, 910-962-3011, firstname.lastname@example.org
- Stages: Campus Life Reservations & Event Services, 910-962-7098, the extension is 4150 email@example.com. Reserve online.
Creating a Diagram
Creating a diagram with as much information as possible is strongly encouraged if the event set-up is not in a space with a permanent room set-up. Details are essential and providing the information up front can be helpful to everyone involved. We recommend sending the diagram to everyone involved in the event set-up, including (when applicable) Moving Services, Campus Catering, Campus Life, AV, etc.
It is preferred to include the following information at the top of the diagram:
- Event Name
- Start Time
- Time you would like set-up to be complete
- Event Contact Arrival Time
- Event Contact's Name, Cell Phone Number and E-mail Address
To create the diagram, you may opt to use a program such as Microsoft Word, PowerPoint or Publisher. Campus building floor plans are available by logging into UBusiness.
Stage Protocol for UNCW Events
For all campus ceremonies and events, at least two flags are used on stage: the United States flag and the State of North Carolina flag. The University flag can also be used.
When displaying flags on stage, the U.S. flag takes precedence and has the position of honor. From that point, the flags are placed in descending order or importance. From the speaker's perspective looking into the audience, the U.S. flag is located to the right (stage right) the North Carolina flag followed by the University flag is to the left of the speaker.
The podium should always show the UNCW logo plaque on the front, or a specialty plaque pertaining to your event. The podium should never be bare.
Greenery, such as ferns adds an element of sophistication to the stage and should be used whenever possible. The plants can be artificial, as long as they have the appearance of real plants. To save funds, you can reuse artificial plants on the stage at each of your events.
Example of stage setup
- Both electronic invitations and print invitations are acceptable, depending on the audience
- Spell out all words - do not abbreviate
- Do not include periods to close sentences, unless in a paragraph format
- Limit font style to no more than two
- No more than three font sizes should be included in the same invitation
- Standard Information to Include:
- Name of host
- Event type/name/purpose
- Reply instructions
- Attire instructions
- Event directions/map when appropriate (it is often encouraged to send a reminder the day before the event with a link to provide directions)
Name tags should be provided to all guests who respond they will attend the event. (Please note, do not prepare name tags for UNCW administrators who are invited to attend due to their role at the university. They will wear their own standard UNCW name tag.) Walk-up guests should be provided with a name tag when they arrive. Consider purchasing a Dymo Label Printer to help make this process easiest.
Name tags are correctly worn on the right side so the person shaking hands or greeting has easy eye contact with both the person and the name tag.
UNCW protocol says the following:
- Acceptable Types of Name Badges
- What to Include on the Name Badge
- Name and Graduation Year if Attendee is an Alumni (as shown below)
- Jane Doe
- Jane Doe '01
- Jane Doe '01 '05M
- UNCW Board Affiliation When Appropriate
- For example, when the UNCW Foundation Board hosts an event for members of the E. L. Society, name tags should state if the guest is in the Foundation Board and/or E. L. White Society.
- "Board of Trustees" should always be included when any of these 13 members attend an event.
- Other board membership should not be included unless the board is hosting or being recognized at the event. (In the example above, a Board of Trustee would have the board listed on his/her name tag; however, a Board of Visitor would not have the board listed.)
- Name and Graduation Year if Attendee is an Alumni (as shown below)
- Right or Left? Where to Wear a Name Badge
- Right - Name tags are correctly worn on the right side so the person shaking hands or greeting has easy eye contact with both the person and the name tag.
|All classrooms for academic and non-academic use. Academic spaces are not specified in this table.||Academic Affairs - Facility Use Manager||Tina Stricklandfirstname.lastname@example.org|
|Alderman Hall Room 211||Business Affairs - Vice Chancellor's Office||Gina Bowenemail@example.com|
|Alderman Hall Room 215||Chancellor's Office||Donna Pacefirstname.lastname@example.org|
|Campus Life Facilities: Fisher University Union, Fisher Student Center, Burney Center, Warwick Center, University Commons||Campus Life||Reservations and Event Servicesemail@example.com|
|Center for Marine Science||CMS||Mellissa Dionesotesfirstname.lastname@example.org|
|Cultural Arts Building - Performance Venues||Academic Affairs - Facility Use Manager||Tina Stricklandemail@example.com|
|DePaolo Hall Conference Room||University College||Mazelle Williamsfirstname.lastname@example.org|
|Facilities Building Conference Rooms 105, 177||Facilities Administration||Janet Alexanderemail@example.com|
|Hoggard Hall 116 Conference Room||Research Services||Michelle Starksfirstname.lastname@example.org|
Hoggard Hall 252
|ITS Resource Managementemail@example.com|
|Hoggard 249||ITS Resource Managementfirstname.lastname@example.org|
|Emergency Operations Center: Hoggard 125||Environmental Health & Safety||Jodie Ruskinemail@example.com|
|Intercollegiate Athletic Facilities||Athletics||Jason Goodmurphyfirstname.lastname@example.org|
|Intercollegiate Athletic Fields||Athletics||Greg Cookeemail@example.com|
|Kenan Auditorium||Kenan Auditorium||Jeremy Summersfirstname.lastname@example.org|
|Kenan House||University Advancement / Chancellor's Office||Claire Stanleyemail@example.com|
|Madeline Suite||Conference Servicesfirstname.lastname@example.org|
(Multipurpose room & lecture hall)
|School of Nursing||Annette Richardsemail@example.com|
|McNeill Hall (classrooms)||School of Nursing||Debra Simpsonfirstname.lastname@example.org|
|Osher Lifelong Learning Institute (OLLI)||OLLI||Melody Formalarieemail@example.com|
|Parking Lots||Parking & Transportation Servicesfirstname.lastname@example.org|
|Randall Library||Randall Library||Christopher Rhodesemail@example.com|
|Randall Library Auditorium||Academic Affairs - Facility Use Manager||Tina Stricklandfirstname.lastname@example.org|
|Residence Life Facilities||Office of Housing and Residence Life||Andrea Swansonemail@example.com|
|Student Recreation Center Facilities: Gazebo area and Fields||Campus Recreation Office||Online Request Formfirstname.lastname@example.org|
|Watson College of Education||Dean's Office||Kathy Funkeemail@example.com|
|Wise Alumni House||Academic Affairs - Facility Use Manager||Tina Stricklandfirstname.lastname@example.org|
Please note, there is a fee to use some of these spaces above. Please check each facility's website or call the contact person listed for additional information.