Events FAQs

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 throug 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.

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: Apart from pizza orders, any food orders over $250.00 must be 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:

• 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:

• Aramark/UNCW Catering

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.

Parking:

If your event is open to the public or will have attendees coming from off campus, appropriate parking must be organized two weeks in advance. All parking requests should be submitted via the CHHS Events & Reservations Form. The UNCW parking office can provide the following options for you:

• Individual parking passes for events/meetings with 10 guests or fewer are available and are subject to change.
• Designated large surface parking for events with more than 10 guests.

For CHHS Events taking place in McNeill Hall or Veterans Hall, visitor parking is typically assigned to the first floor of the East Parking Deck (Near Dunkin Donuts) and the Madeline Lot (adjacent to Wagoner Hall) but is subject to availability by the UNCW parking office. The CHHS Events Coordinator will coordinate the rates for your event with the parking office. For more information, visit the parking office’s website. 

Helpful Links:

• UNCW Parking
• UNCW Campus Map

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
• Equipment (Tables, Chairs, etc.) *warehouse & physical plant* (Campus equipment/staffing requests must be submitted 14 days prior to the event date)
• 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.

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.

Need more information? Email BCST@uncw.edu.