Event Policies and Procedures

The Dubois Center at UNC Charlotte Center City embodies the University’s mission to address the educational, cultural, economic and social needs of our students, faculty and staff, as well as the greater Charlotte community. The Dubois Center at UNC Charlotte Center City reserves the right to deny use of the facilities based on the individual circumstances of a request or if the event conflicts with regular operations. The Dubois Center at UNC Charlotte Center City is considered assigned space as designated in University Policy 601.4.

UNC Charlotte operates its facilities in compliance with the laws of the State of North Carolina and local laws and regulations. Failure to comply or enforce such laws will result in loss of privilege to utilize University facilities.

All reservations and events at The Dubois Center at UNC Charlotte Center City must be booked through the Events Staff by completing and submitting an Event Request Form. A signed event confirmation, additional paperwork, and 50% deposit (for external organizations) will be required 2 weeks after the reservation is made in order to keep the reservation.

• Room assigned may be different than that requested and that some requested dates may not be available.
• The Dubois Center at UNC Charlotte Center City reserves the right to substitute space or move a group when necessary to best meet the needs of all users. Event approval is based on the original request and is not guaranteed should the nature or the requirements of the event change. The Dubois Center at UNC Charlotte Center City reserves the right to cancel or move event to campus if necessary.
• All reservations must be requested at least 3 weeks before the event date.
• Fees include, but are not limited to, rental, parking, audio/visual and police/security.
• In addition to service fees, charges may be assessed for miscellaneous meeting equipment and services such as markers, flip charts, installation of specialized software, photocopy service, etc.
• Users agree to abide by all guidelines set forth by The Dubois Center at UNC Charlotte Center City, the University, and the facility used and take responsibility for the use of space reserved, physically, and financially.

Events serving alcohol, events with over 100 people and events held on the weekend are required to have a UNC Charlotte police officer present for the meeting or event. The event team will automatically schedule an officer for your event/meeting. There is a four hour minimum when scheduling a police officer.

• A non-refundable deposit in the amount equal to 50% of the total estimated rental charges, a signed contract and a certificate of insurance are required within 2 weeks of written confirmation from the Center City Events Staff.
• A reservation will automatically drop should the deposit, certificate of insurance and signed contract not be received within 2 weeks.
• Clients will be billed the balance after the event, and payment must be received within 14 days.
• Payments not received within 14 days will be assessed a late fee of 1 ½ % per month.
• The Events Staff must receive in writing any plans to cancel all confirmed events. Canceled events will be assessed a cancellation fee based on the scale below.

Date of Cancellation Percentage Owed

31 days or more prior to event 50% of rental fee
30 days or less prior to event 75% of rental fee

• Departments will be billed following the event for the full amount through an interdepartmental invoice. Departments must provide a fund number for billing purposes at the bottom of this contract.
• Events are considered department events only if the Department pays for all expenses including rental fees, service fees, parking, AV/tech support and catering with a fund number.

Client must indemnify, hold harmless and defend University of North Carolina at Charlotte, The University of North Carolina, and the State of North Carolina, and all their officers, employees, and agents, from any and all claims, demands, suits, causes of action, or judgments, including attorneys’ fees and costs, caused by such actions that any person had, now has, or may have in the future against those entities or individuals arising out of or in any way connected with client’s event that is the subject of this Agreement. Client must provide comprehensive general liability insurance with a minimum coverage of $1 million per occurrence, for bodily injury and property damage, but such insurance limits do not limit client’s obligations to indemnify and hold harmless. Certificates of insurance naming UNC Charlotte as additional insured and specifying the event and date that is the subject of this Agreement will be attached to this Agreement by client prior to execution. Agencies of the State of North Carolina must provide a letter from their legal officer noting that they are self-insured by virtue of their State agency status. This provision survives termination, expiration or cancellation of this Agreement.

• The lecture hall and classrooms are equipped with a smart podium (computer, screen, projector, and microphone). Guests may visit the lobby desk to receive a guest username and password to login to the computer.
• The auditorium requires an AV technician to support the projector, screen, microphones, audio and visual equipment. Please arrange your AV needs by contacting aisle-centercity-group@uncc.edu
• All technical support and installs must be requested two weeks in advance.

• All food & beverage served at The Dubois Center must be purchased through the official University catering company, Chartwells Dining Services. No food or beverage may be brought into the event by or through any other source.
• Catering orders must be placed at least two weeks before the event date.
• The Dubois Center Events Staff will connect each client with Chartwells. If necessary, a meeting will be arranged between Chartwells, the client and The Dubois Center Events Staff to discuss food and beverage needs.
• Payment for catering: Chartwells will directly invoice client.
• For more information and menu, please visit our catering page.

The University is committed to providing a safe and secure environment for all of its faculty, staff, students, and visitors, including minor-aged children who are participating in programs and activities that are occurring on the UNC Charlotte campus. University Policy 716, available online at http://legal.uncc.edu/policies/up-716, sets forth the applicable standards and procedures for any programs involving minors taking place on campus. The University reserves the right to audit the Client’s compliance with this Section. Client agrees to provide the University with appropriate and reasonable access persons and records that are generated as a result of, or are related to, this Section for purposes of verifying performance.

If this contracted event is intended for the enrollment and participation of persons under the age of 18 who will NOT be supervised by their parents or legal guardians, Client must:

– Read and understand the University Policy 716 Minors on Campus.

– Designate a Program Organizer responsible for training employees and volunteers in, and adhering to, the Minors on Campus Policy and any other rules or procedures applicable to the Program required by the University’s Department of Risk Management, Safety Security (RMSS).

– Ensure that any minors are supervised by at least two (2) or more Authorized Adults (as defined in University Policy 716) or by their parent(s) or legal guardian(s) at all times with at least a 1:12 supervision ratio.

– Ensure One-on-One Contact (as defined in University Policy 716) with minors does not occur.

– Certify that all Authorized Adults (as defined in University Policy 716) affiliated with the event have been subject to a criminal background check within the previous twelve (12) months. At a minimum, the background check must consist of a search conducted by a qualified background check service provider and include a review of the National Sex Offender Registry and criminal court records of all counties of residence based on the employee’s past seven (7) years of residential addresses.

– In the event Client suspects inappropriate conduct and/or receives an allegation of inappropriate conduct, the Client must immediately:

• Ensure the safety of any minors participating in the event, irrespective of any other limitation or requirement, including removal of minors from dangerous or potentially dangerous situations.

• Notify UNC Charlotte Police and Public Safety at (704) 687-2200.

• Discontinue any further participation in the event by any Authorized Adult involved in suspected or alleged inappropriate conduct until the situation has been satisfactorily

– Comply with any other applicable provisions of University Policy 716 and any specific rules or procedures provided by RMSS for the event.

• The service of alcohol on The Dubois Center at UNC Charlotte Center City premises must comply with University Policy 706 as well as county and state laws governing alcoholic beverages.
• All alcoholic beverages must be served by Chartwells Catering bartenders.
• Only Beer or Unfortified Wine may be served. External clients are not permitted to serve Spirituous Liquor, Fortified Wine, or Mixed Beverages.
• No Sale of any alcoholic beverage is permitted. The NC ABC Board considers charging admission, registration, requiring donations or selling tickets to be a sale.
• The Dubois Center and/or catering staff reserve the right to deny alcohol service to anyone.
• Events serving alcohol must be by invitation only and not open to the public.
• Alcohol must be purchased through Chartwells.

ACTION ITEM: If serving alcohol at your event, the department must complete, sign and submit an Acknowledgment of Responsibility Form at the time the reservation is finalized. It will be submitted to the Executive Director of The Dubois Center at UNC Charlotte Center City for approval.

Please contact your Dubois Center Event Manager to find out if your event qualifies.

• The Events Staff will arrange all room set-ups with The Dubois Center at UNC Charlotte Center City Building Services staff.
• Room set-ups must be finalized within one week of the scheduled event. Minor changes or adjustments to room set-ups may be made up to 2 business days prior to the scheduled event with approval of the Events Manager.
• The 11 flat classrooms on the 8th, 9th and 11th floors can be arranged in different configurations to accommodate various types of meetings or events. However, most classrooms have academic classes Monday-Thursday evening so a different setup might not be available. Each room has a standard configuration; a special setup is charged at a different rate. Changes to multiple rooms per event may not be possible due to our building’s limited storage (Classrooms Guide).
• Exits, fire alarms/extinguishers, aisles, corridors, hallways and staircases may not be obstructed.

No events may be held at The Dubois Center at UNC Charlotte Center City if the University is closed due to inclement weather. However, whenever possible, we may be able to delay and/or reschedule your event.

• You may hire a band for your event in the atrium with approval from the event manager.
• All amplified sound must meet the City of Charlotte’s noise ordinance. (The current Ordinance states that it is unlawful to operate or allow the operation of any sound amplification equipment so as to create sounds registering more than sixty-five (65) db (A) between 9:00 a.m. and 9:00 p.m., or fifty (50)db (A) between 9:00 p.m. and 9:00 a.m.).
• The Dubois Center at UNC Charlotte Center City reserves the right to lower the volume or stop the music at its discretion.

Client agrees that all advertisements and other public statements made by Client or its agents in connection with the Agreement, in any manner or medium, shall clearly identify Client as the host or provider of the program or service advertised. Such advertisements or public statements shall also clearly and prominently contain the disclaimer: “This program is presented by [Client] and is not a program of the University of North Carolina at Charlotte, nor is it in any way affiliated with or endorsed by the University.”

Client further agrees that no advertisement or other public statement made by Client or its agents in connection with the Agreement, in any manner or medium, shall assert or imply that University supports, approves or endorses any product, service, interest, position, or ideology of Client. Client may not make use of the University’s name or any of the University’s trade or service marks, in advertising or otherwise, without prior written consent of the University.

Use of The Dubois Center at UNC Charlotte Center City must comply with all UNC Charlotte Policies, including but not limited to those policies mentioned in this document. Of particular note is University Policy 601.9, which among other things, governs the use of university property for sales, solicitations and fund-raising.

1. The lobby, hallways and lounges are open to student, faculty and staff traffic during regular building hours and often at other times.
2. Any client reserving the space must be the same client that will utilize the facility for the originally stated purpose.
3. The client is responsible for any and all damages to the building and its furnishings caused by the client, its employees, agents, contractors, or guests.
4. No posters, charts, signs, decorations or other items are allowed to be attached to walls, doors, pillars, stairways or hung from ceilings of The Dubois Center without prior approval from the Events Manager. HELIUM BALLOONS ARE PROHIBITED INSIDE THE BUILDING. Special approval for other balloon decorations, such as balloon arches, must be obtained from the Events Manager.
5. No animals are allowed inside or on The Dubois Center grounds except in accordance with University Policy 704.
6. No reprimand should be given to any catering employee or The Dubois Center staff by the client or guests. Please direct all complaints or suggestions to the on-site catering manager or the Events Staff.
7. The Dubois Center is not responsible for damages and/or injury to persons caused by a client’s arrangement with florists, bands or musicians, rental agencies or other outside contractors.
8. The Dubois Center is not responsible for stolen or lost items.
9. No smoking is permitted inside The Dubois Center or on University property within 100 linear feet outside The Dubois Center (See University Policy 707).
10. The Dubois Center is not responsible for disturbances during the event from inside or outside The Dubois Center at UNC Charlotte Center City.
11. Candles must be enclosed in glass. No open flames are allowed inside The Dubois Center or anywhere on University property. The Dubois Center must pre-approve any use of candles.
12. The Dubois Center reserves the right to reassign a space or move a user to another area when it is
    deemed necessary.
13. Decorations must be removed immediately following an event.
14. The Events Staff will oversee the correct set-up of the rooms. No furnishings, tables or chairs may be moved by anyone other than The Dubois Center at UNC Charlotte Center City staff.
15. No changes to room configurations will be made without the Events Manager’s consent.
16. The client is responsible for making sure attendees comply with any emergency evacuation. Anyone hearing a fire alarm should immediately evacuate to the parking lot at 300 E. 9th Street between The Dubois Center and the light rail. Mobility impaired individuals on upper floors should proceed to the nearest stairwell for assistance by emergency response personnel (Link to The Dubois Center at UNC Charlotte Center City Evacuation Plan).