Event Policies and Procedures

Clients must follow all reasonable instructions from the Division of Academic Affairs and other University departments regarding space use, including parking, material storage, ingress and egress, and appropriate times, locations, and conduct. Clients must also comply with all University policies, notably University Policy 601.6 (Scheduling University Facilities).

All sidewalks, entries, doors, vestibules, halls, corridors, stairways, passageways, and access points to public utilities must remain unobstructed at all times. Failure to comply with instructions or policies may result in termination of facility use and referral to the Office of Student Conduct, Human Resources, or University Police.

The Dubois Center at UNC Charlotte Center City supports the University’s mission by serving the educational, cultural, economic, and social needs of students, faculty, staff, and the greater Charlotte community. The Center reserves the right to deny facility use based on individual requests or conflicts with regular operations. The Center is designated assigned space under University Policy 601.4.

UNC Charlotte operates in accordance with North Carolina state laws and local regulations. Failure to comply with or enforce these laws will result in loss of privilege to use University facilities.

• All events must be booked through our Event Managers via the Event Request Form.
• A signed confirmation, required paperwork, and 50% deposit are due within two weeks of booking to secure your reservation.
• Room assignments may differ from your request; some dates or spaces may be unavailable. The Dubois Center reserves the right to relocate or cancel events.
• Reservations must be submitted at least two weeks before the event date.
• Fees may include—but are not limited to—room rental, parking, audio/visual support, and police or security services. Additional charges may apply for equipment and services such as flip charts, markers, photocopying, or installation of specialized software.
• By reserving, clients agree to follow all Dubois Center and University guidelines and accept responsibility for the condition of reserved spaces.

External Events (Non-Profit, For-Profit)

• A non-refundable deposit of 50% of the estimated rental cost, along with a signed contract and a certificate of insurance (required for events with more than 60 attendees or when alcohol is served), is due within two weeks of written confirmation from The Dubois Center at UNC Charlotte Center City Event Managers.
• If the event is canceled, the deposit may be applied to a future rental but will not be refunded.
• Reservations will be automatically canceled if the deposit, certificate of insurance, and signed contract are not received within the two-week timeframe.
• Clients will be invoiced for the remaining balance after the event. Payment is due within 14 days.
• All cancellations must be submitted in writing to the Event Managers.

Internal Events (University of North Carolina at Charlotte)

Events are classified as departmental only when the sponsoring department covers all associated costs—such as rental fees, service charges, parking, AV/tech support, and catering—using a valid fund number, and serves as the primary point of contact throughout the planning process.

• A non-refundable deposit of 50% of the estimated rental cost and a signed contract are due within two weeks of written confirmation from The Dubois Center at UNC Charlotte Center City Event Managers.
• If the event is canceled, the deposit may be transferred to a future rental but will not be refunded.
• Reservations will be automatically canceled if the deposit, certificate of insurance (if required), and signed contract are not submitted within the two-week deadline.
• Departments will be billed through an interdepartmental invoice after the event. A fund number must be provided at the bottom of the contract, and payment is due within 14 days.
• All cancellations must be submitted in writing to the Event Managers.

All Events:

A non-refundable deposit of 50% of the estimated rental cost is required within two weeks of booking to confirm your reservation.

Full-Service Events (e.g., larger events with catering, held on the 2nd floor, etc)

• Cancellations made 4+ months before the event: The deposit is non-refundable, but may be applied to a future event.
• Cancellations made within 4 months of the event: The deposit is non-refundable, and the full anticipated event fee will be charged.
• No-shows: The deposit is non-refundable, and the full anticipated event fee will be charged.

Simple Bookings (e.g., meetings or basic room rentals)

• Cancellations made 7+ days in advance: The deposit is non-refundable, but may be applied to a future event.
• Cancellations made within 7 days of the event: The deposit is non-refundable, and the full anticipated event fee will be charged.

All cancellations must be submitted in writing to your Event Manager.

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.

Some events may require additional Police or Public Safety staff. If applicable, your Event Manager will notify you in advance.

• To access beyond the first-floor lobby, a check-in table must be staffed by your team. All guests must register and wear name badges.
• Your staff should arrive at least 30 minutes early and remain for 30 minutes after the event starts.
• No guests may proceed beyond the lobby without staffed check-in.
• If attendees have University credentials, they must wear a University-issued nametag or other official identification for the duration of the event.

• All food and beverages must be provided by Chartwells Dining Services, the University’s official catering partner.
• No outside food or drink is allowed.
• Catering orders must be placed at least two weeks before your event.
• Your Event Manager will connect you with Chartwells, and meetings can be arranged if needed.
• Payment is made directly between the client and Chartwells. For menus and details, please visit our Catering Page.

• Alcohol service must comply with University Policy 706 and all local laws.
• Only beer and unfortified wine may be served by Chartwells bartenders. Spirituous liquors, fortified wines, and mixed drinks are prohibited.
• Alcohol sales are prohibited. The North Carolina ABC Board considers charging admission, collecting donations, requiring registration fees, or selling tickets as forms of alcohol sales.
• Alcohol must be purchased through Chartwells only.
• Events with alcohol must be invitation-only and not open to the public.
• The Dubois Center and Chartwells reserve the right to refuse alcohol service to any guest.

ACTION ITEM: If serving alcohol, the sponsoring department must complete and submit an Acknowledgment of Responsibility Form when finalizing the reservation. Contact your Event Manager for questions.

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

Technology & AV Support

• Lecture halls and classrooms include a smart podium with a computer, projector, screen, and microphone. Temporary computer login credentials are available at the lobby desk.
• Auditorium use requires an AV technician ($50/hour, 2-hour minimum). 
• AV arrangements must be made 2 weeks in advance by contacting: dubois-av-team@charlotte.edu

Music

• Live music (e.g., bands) may be allowed in the atrium with approval.
• Amplified sound must comply with City of Charlotte noise ordinances:
  • Max 65 dB(A) from 9 a.m. to 9 p.m.
  • Max 50 dB(A) from 9 p.m. to 9 a.m.
• The Dubois Center may lower or stop music volume as needed.

• Event Managers will oversee and ensure the correct setup of reserved rooms. For safety and facility standards, furnishings—including tables and chairs—may not be moved by anyone other than staff from The Dubois Center at UNC Charlotte Center City.
• Room setups cannot be changed due to classes and other events; unauthorized changes may incur a $50 fee.
• Using additional rooms without approval will result in a $100–$250 fee.
• Room or floor plan changes are not allowed within 48 hours of your event. Notify your Event Manager at least 72 hours in advance if changes are anticipated.
• Exits, fire safety equipment, aisles, corridors, and stairways must remain clear at all times.

• Shipping materials to The Dubois Center before your event is not allowed. All items must be brought on the day of the event.
• All materials must be removed immediately after the event. Leftover items will be stored for 48 hours only.

UNC Charlotte is committed to safeguarding minors from potential abuse while on campus, attending University programs, or participating in third-party activities using campus facilities.

External Events (Non-Profit, For-Profit)

Must sign and return a Minors on Campus Addendum within two weeks of event confirmation.

Internal Events (University of North Carolina at Charlotte)

Must follow University Policy 716, which sets standards for programs involving minors. Compliance may be audited.

All client advertisements must clearly identify the client as host and include the disclaimer:
“This program is presented by [Client] and is not a program of the University of North Carolina at Charlotte, nor is it affiliated with or endorsed by the University.”

• Advertisements may not imply University endorsement or support.
• Use of the University name or trademarks requires prior written permission.

Use of The Dubois Center at UNC Charlotte Center City must comply with all UNC Charlotte policies, including—but not limited to—those outlined in this document. In particular, University Policy 601.9 governs the use of university property for sales, solicitations, and fundraising.

1. The lobby, hallways, and lounges remain open to students, faculty, and staff during regular building hours and often beyond.
2. The client reserving the space must be the same client utilizing it for the originally stated purpose.
3. The client is responsible for any damages to the building or furnishings caused by themselves, their employees, agents, contractors, or guests.
4. No posters, signs, decorations, or other items may be attached to walls, doors, pillars, stairways, or ceilings without prior approval from the Event Manager. Helium balloons are prohibited; other balloon decorations require special approval.
5. Animals are not permitted on the premises except as allowed under University Policy 704.
6. Clients and guests should not reprimand catering employees or Dubois Center staff. All concerns must be directed to the on-site catering manager or Event Manager.
7. The Dubois Center is not liable for damages or injuries resulting from agreements with outside contractors, such as florists, musicians, or rental agencies.
8. The Dubois Center is not responsible for lost or stolen items.
9. Smoking is prohibited inside the building and within 100 feet outside, per University Policy 707.
10. The Dubois Center is not responsible for disturbances from inside or outside the facility during events.
11. Candles must be enclosed in glass; open flames are prohibited unless pre-approved.
12. The Dubois Center reserves the right to reassign spaces or move users as necessary.
13. Decorations must be removed immediately after events; any left behind will be stored for up to 48 hours.
14. Event Managers will oversee room setup. Only Dubois Center staff may move furnishings, tables, or chairs.
15. Changes to room configurations require Event Manager approval. Using additional rooms without consultation will result in a $50 fee.
16. Events cannot be held if the University is closed due to inclement weather. When possible, events may be delayed or rescheduled.
17. Clients are responsible for ensuring attendees comply with emergency evacuation procedures. In case of fire alarms, everyone must evacuate immediately to the parking lot at 300 E. 9th Street (between The Dubois Center and the light rail). Mobility-impaired individuals on upper floors should wait in the nearest stairwell for emergency assistance. (See The Dubois Center Evacuation Plan.)