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Campus Life Reservations Policies

Conferences, Events & Reservations

Organizations wishing to hold an event in any Campus Life facility need to know our events and reservations policies and procedures as well as their group designation.

Beginning July 1, 2024, Campus Life will no longer charge departments hosting group one events for the use of the projectors in the Fisher Student Center and the Fisher University Union small meeting rooms.  Meeting rooms include Carolina Beach, Azalea Coast, Masonboro Island, Saffo, Commercial Realty and Sunset Beach. If technical personnel is needed, charges will apply.

Group Numbers

To determine your Group Number:

Organizations wishing to hold an event in in any Campus Life facility are assigned a group classification for the purposes of fee pricing and priority scheduling. You may determine which group your organization falls under using the criteria below.

Group 1

UNCW Registered Organizations and University Departments (Room fees do not apply)

Group 2

UNCW Group 1 entities charging admission or registration, receiving sponsorships, and/or receiving financial contribution in any form. External groups that have secured sponsorship by University departments or registered student organizations in which the department or organization becomes the sole contact and responsible entity for the event.

Group 3

External (off campus) Groups

Campus Life Facility Reservations

Reservations are processed in the order in which they are received via the Campus Reservation System. Once you submit your request, it is not confirmed until you have received a confirmation number from the Conferences, Reservations & Events (CER) Office.

There are many policies and procedures that guide us in the use of the facilities. As you work through the details of your event with the CER staff, we will advise you on policies and procedures. The more we know about your event, the better we are to guide you. Many of the policies are in the terms and conditions section of the on line request form. 

Some policies and procedures to keep in mind include but are not limited to:

  • Only UNCW Catering is permitted to serve food in the facilities. If you require food or beverages, please contact UNCW Catering at 910.962-3600.
  • Leave space in the same condition you found it. This can be accomplished by:
    • Utilizing trash bins (large items, including pizza boxes should be removed from facility)
  • Immediately reporting any incidents or damage to clreservations@uncw.edu
  • Avoiding prohibited items such as combustibles, paint, open-flame, glitter, tape, tacks, helium balloons, balloon shine, aerosols, hay, etc. For a complete list of prohibited items, please contact clreservations@uncw.edu
  • Notify clreservations@uncw.edu if you wish to use technology (projection, audio, mics, video conferencing, etc.) during your event. Depending on your needs, fees may be incurred and a technician may be required to assist.
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