1. Purpose

The purpose of this policy is to outline the guidelines for hosting special events at North Carolina Central University (NCCU). Events and Conference Services is the clearinghouse for the rental and utilization of space for events on the campus of NCCU. In keeping with the University's mission, this office seeks to serve and enhance the educational, cultural, and social opportunities through arranging for space usage on a free or "at-cost" basis for administrators, faculty, staff, and registered student organizations, as well as for profit and non-profit community organizations. NCCU does not practice or condone discrimination in any form on the grounds of race, color, national origin, religion, sex, or disability. In addition, Events & Conference Services serves as a resource to the entire university, providing expertise and guidance in the planning and implementation of events hosted by individual colleges, departments, faculty/staff, registered student organizations, and external clients.

2. Scope

This policy applies to all university and non-university groups using NCCU facilities or grounds.

3. Facilities Use Request Process

3.1 1910 Booking is a central repository for all campus facility information used to schedule campus facilities for all special events for individual colleges, departments, faculty/staff, registered student organizations, and external clients. Information about facility/space, room features, capacity, layouts, pictures, space categories, outdoor venues, organizations, contacts, resources, and scheduled events is stored in the 1910 Booking database.

3.2 All requests for the use of campus facilities for individual colleges, departments, faculty/staff, registered student organizations are submitted via the 1910 Booking web app, which pulls information from the 1910 Booking database. Events with less than 100 attendees must submit their reservation request with at least 14 business days in advance. Events with more than 100 attendees must submit their reservation request 30 business days in advance.

3.3 Any faculty, staff, administrative employee and president or on campus advisor of a registered organization that has a valid My EOL username and password can submit an online request for space, resources, and services via 1910 Booking. All requests for campus facilities must be submitted via 1910 Booking. Each user must review and accept NCCU's rules in the checkout of the reservation request in 1910 Booking.

3.4 Once the event is submitted in 1910 Booking, the appropriate Event Coordinator and Building Manager will receive the request and determine the appropriate space for the event. If a specific space has been requested, that space will be assigned if it is available for the stated date, time, and if staffing is available to support the event. Space is assigned as being available on a first-come, first-served basis.

3.5 1910 Booking sends requests to the Building Manager of the requested facility to ensure that the facility is available for the requested date.

3.6 The Events & Conference Services office receives the Building Manager’s approval or denial and updates the status of the event in the reservation request in 1910 Booking.

4.  Available Space

4.1 Multi-Purpose room is identified as spaces on campus most often requested by NCCU registered student organizations, faculty, and staff. Multi-Purpose rooms include conference rooms, auditoriums, atriums, gymnasium space, and patios. Complete information about common space is searchable and can be reserved in 1910 Booking.

4.2 Office rooms are searchable in 1910 Booking but are only available to the departments of their designated space.

4.3 Special Classrooms and Areas for Research and Clinic are identified as spaces, such as, but not limited to the Biology Labs, the Chemistry Labs, Computer Labs, Biotech Labs, Fab Lab, and all research and clinic spaces, which are not available for reserved use.

4.4 Outdoor Spaces are identified as external spaces on campus, including, but not limited to, Annie Day Bowl, Ruffin Amphitheatre, Brant Street, Chidley Green, NCCU Student Center Patio, Campus Community Garden, and the Greek Bowl.

5. Types of Events

5.1 Events with less than 100 people, must be submitted 14 business days prior to the scheduled event.

5.2 Events with more than 100 people must be submitted at a minimum of 30 business days prior to the proposed event date. Major events are identified as events that require extensive logistical needs including, but not limited to, staging and sound/light equipment, campus security, musical performance, theatrical productions, venues holding more than 250 people and events requesting multiple spaces.

5.3 Individuals or groups exceeding a campus-designated size must provide at least 24 hours’ notice to Events and Conference Services and the event coordinator or building manager before gathering in indoor spaces or designated outdoor areas for non-university-sponsored activities. These time, place, and manner restrictions help ensure campus safety and preparedness.

6.  Insurance Policy

6.1 At all times during the use of the property, users are required to have a policy of comprehensive liability insurance, including public liability, bodily injury, and property damage, written by a company licensed to do business, covering the use contemplated by the agreement with combined single limits of no less than $2,000,000 per occurrence and $4,000,000 aggregate. The user shall name the University, including its trustees, officers, agents and employees as additional insured for the said purpose and use of the agreement. Users agree that the insurance will be primary coverage and will contain no terms allowing the insurer to be subrogated to the rights of any injured or damaged person or entity as far as said person or entity may have claims against University.

The user shall also maintain Worker's Compensation insurance to meet the requirements of the Workers Compensation laws of North Carolina where applicable. Certificates of Insurance evidencing such insurance coverage shall be provided to the University. Certificates of insurance will be attached to this contract by the Organization prior to execution. The Organization will cooperate fully with the University in any University investigation of any claim or potential claim made by any person or organization in connection with the services provided under this agreement.

7.  Reservation Priority

7.1. The use of space will be assigned in the following order:

7.1.1 University Sponsored Events - Academic uses shall include all activities executed or sponsored by the University or its qualified agents including activities of any registered student organization receiving funds from the North Carolina Central University Student Activity Fee Allocation Committee. Student organizations established by schools, colleges academic departments, and/or university units, funded in whole or part by university funds and intended to collect revenue to conduct a university program as an extracurricular student activity, are included in this category. Examples of academic users under this section include, but are not limited to, all University offices and departments (the North Carolina Central University Student Government Association; Graduate Students Association; Student Bar Association; departmental clubs, and other sanctioned organizations).

7.1.2 Independent Student Organizations Sponsored Activities - North Carolina Central University acknowledges registered independent student organizations and offers them the privilege of using campus facilities for organizational functions. The activities of these organizations are sponsored by the organizations themselves. Examples of "independent student organizations" are sororities, fraternities, and social clubs, etc.

7.1.3 Community and Other Sponsored Activities - North Carolina Central University facilities are available for use by the community profit and non-profit organizations or individuals.

8. Confirmation Rule

8.1 Event status (request, under review, and confirmed) will be sent to the event requestor via email and posted to the 1910 Booking. All facility confirmations will also be sent to the Building Supervisor. North Carolina Central University Campus Police will receive a listing of all events confirmed in 1910 Booking. The Chancellor can request direct consultations with Campus Police in effecting the proper plans for mass gatherings events and/or programs.

8.2 No event should be advertised or announced until the requester receives confirmation for use of the facility.

8.3 The North Carolina Central University Ticket Office (919-530-5170) must be utilized for all events requiring ticket sales.

8.4 North Carolina Central University Police (919-530-6106) are required if tickets are sold at the door, or the event is open to the public.

8.5 For registered student organizations, only the current president may request use of facilities. The advisor must send an approval email within 5 business days for the event to be confirmed. The advisor is required to be in attendance for the entire event scheduled. Student organizations must be registered with the department of Student Engagement & Leadership.

8.6 All damages to a facility and/or injuries to an event's participant must be reported to North Carolina Central University Police (919-530-6106) and to the event monitor.

8.7 All events must end at 11:00 p.m. Sundays to Thursdays, and by 2:00 a.m. Fridays and Saturdays, except with the special permission of the Associate Vice Chancellor of the Division of Student Affairs.

8.8 Photo student identification cards may be required for entry into student social events.

9. Cancellations Rule

9.1 A certified North Carolina Central University faculty/staff member or president/advisor of a registered student organization must officially cancel an approved event no later than two (2) working days prior to the scheduled event via e-mail to their event coordinator.

9.2 All other services requested such as North Carolina Central University dining services, campus police, event monitor, and maintenance that are not cancelled two (2) working days prior to the scheduled event will be billed three (3) hours for each service or services rendered (per employee scheduled to work at that event).

10. Facilities Fee and Charges

10.1 Acceptable forms of payment are credit card, certified checks, and money orders. Charges will be assessed for events that are cancelled in less than two (2) workings days prior to their expected occurrence. The Events and Conference Services department will invoice, collect, and deposit all fees.

10.2 Organizations must pay for housekeeping services, and repair of damages, including defacement. The requestor is responsible for arranging a pre-event survey with the scheduler.

11. External Users

11.1 In order for external users to request a facility at North Carolina Central University, the procedures below must be followed to ensure the University avoids possible legal action:

11.1.1 A facilities request form must be completed at least 14 business days in advance. However, requests for a major event must be completed 30 days in advance of the event. The request form includes general information, rules, and regulations for the use of a facility, and services and fees.

11.1.2 The nonprofit organization must provide a copy of the 501c3 certificate.

11.1.3 At all times during the use of the property, the user is required to have a policy of comprehensive liability insurance, including public liability, bodily injury, and property damage, written by a company licensed to do business in the Central of North Carolina, covering the use contemplated by the agreement with combined single limits of no less than $2,000,000 per occurrence and $4,000,000 aggregate.

11.1.4 A contract must be completed and signed by the user and Vice Chancellor.

11.1.5 The user is invoiced based on equipment and location of the event.

11.1.6 The user must pay for the event in advance.

11.1.7 The user must confer with Campus Police and Ticket office for consideration and approval of events. In addition, Health and Safety needs to be contacted to consider logistics.

12. 1910 Booking Schedulers’ Standard Operating Rules

12.1 All 1910 Booking schedulers must adhere to the following standard operating rules:

12.1.1 Schedulers are responsible for scheduling spaces in their assigned building or outdoor venue. They are also responsible for assisting the registered student organizations, faculty/staff in their buildings with entering requests for their assigned building.

12.1.2 Schedulers must review and change the status of a reservation within 48 hours (two days) from the creation date of the reservation.

12.1.3 Schedulers must review each reservation and verify that all the required fields are completed correctly and ensure the space(s).

12.1.4 If resources or services are requested, schedulers should ensure that the field is completed correctly by identifying the number of tables, chairs, trash cans, etc. Schedulers should enter a ticket within Asset Essentials for support from the Facilities Services Department, so that work orders can be completed for the resources and services.

12.1.5 If audio-visual equipment has been requested and equipment training is needed the client will need to create a ticket in Team Dynamix so that Information Technology Services (ITS) can provide event support.

12.1.6 Reservations with multiple venues in different buildings will require some conferring among their event coordinator, building manager, ITS, and Facilities to confirm the event needs and plans.

12.1.7 When multiple building managers are needed to approve a facility or facilities for a reservation, each scheduler should edit the reservation and either approve or deny their facility.

12.1.8 All event information, details, and equipment need to be included within the event reservation in 1910 Booking. If an event is canceled, details of the cancelation must be included.

12.1.9 Schedulers can override the 14-business day rule and enter request at any time, as long as the event does not interfere with the next previously confirmed event. This should be done only in emergency situations at the discretion of the scheduler.

13.  Right to Withdraw

13.1 The University reserves the right to withdraw from the privilege to use any of its facilities at any time where the use of the facility interferes with the educational mission of the University. The University shall give prompt notice to users and in those cases in which the privilege to use the facility is withdrawn prior to the event. The University will refund any amount received from the user. If the University withdraws the privilege to use a facility for an activity or event after the activity or event has begun, the user will be responsible for the actual charges or expenses incurred on the user's behalf to the date of the cancellation and the University will refund any remainder of the deposit to the user.

14.  Library Bowl Rules

14.1 All 1910 Booking Event Coordinators, Building Managers, and users must adhere to the following Library Bowl rules:

14.1.1 All events in the bowl are considered a major event. A 30-business day reservation is required.

14.1.2 A clean-up plan must be submitted at the time of the reservation and approved by the Office of Special Events.

14.1.3 All events must be confirmed by Campus Police to review if needed. Campus Police will determine if security is needed at the event.

14.1.4 No vehicles are allowed in the Library Bowl.

14.1.5 Loading in and out of the bowl is at the entrance between the Willis Commerce Building and Shepard Library, and the entrance between Annie Day and Rush Hall.

14.1.6 Tarp must always be placed under the grill to protect the grass and sidewalks.

14.1.7 Grills must be set up in areas that are designated for grilling only.

14.1.8 A fire extinguisher must always be located near the grill.

14.1.9 The electrical source is located at D. J. Booth, Pergola. Contact the Electrical Shop if the power source location is not operational.

14.1.10 The fee for cleaning up the Library Bowl is $100 per hour. The fee for damages will be determined based on the damage.

14.1.11 Grounds Department will furnish large trash carts and remove the trash carts after the event.

14.1.12 All food must be catered by 1910 Catering. The requestor shall provide the Events & Conference Services with a copy of the approval letter to use an outside vendor for a cookout. The letter should be attached to the reservation in 1910 Booking.

14.1.13 Music and the use of sound amplifying equipment near any campus building must be kept at a level that does not disrupt daily business (staff and faculty residing, working) and academic activities.

15.  Use of University Facilities and Summer Camp Rules

15.1 All 1910 Booking Event Coordinators, Building Managers, and users must adhere to the following summer camp rules:

15.1.1 All summer camps and conferences sponsored by the University, individual members of the faculty or administration, or off-campus groups which require the use of university facilities or services must request the use of such facilities online via 1910 Booking.

15.1.2 Proper notification to Campus Police, Health and Safety and others in case of emergencies or other issues during the program(s) is required.

15.1.3 A determination of the appropriate Facilities Use Fees and timely completion of all legal documents, insurance, waivers, and other program documentation prior to the start date.

16.  North Carolina Central University Sponsored Camps’ Insurance Coverage

16.1 Programs operated under University auspices (funds passing through University managed accounts), are covered by State/Campus Insurance Policies. However, the following documents are required to ensure coverage under the plan:

16.1.1 A Release form for all participants (which includes risk, health, and emergency contact information) signed by the parent or legal guardian of minors. These forms should be retained in the sponsoring department and made available to the Office of Health and Safety and/or Campus Police upon request Proof of medical insurance from each participant.

16.1.2 The campus also participates in a supplemental insurance plan that may be purchased to provide additional coverage from campers in the case of accidents and/or other injuries. Please contact the Youth Programs and Camps at NCCU (919-530-5216) for more information regarding these policies.

17.  Non-NCCU Sponsored Minors on Camps        

17.1 Programs operated by individuals and/or non-NCCU organizations are not covered by the University's insurance (e.g., coaches holding camps as independent contracts or other non-profit entities). To protect the sponsoring individual and the University from liability, the following items are required:

17.1.1 A Facility Use Agreement

17.1.2 Certificate of Insurance

17.1.2.1 Professional Liability Insurance. Coverage protects the organizer and the University from claims based on professional negligence. Insurance must provide a minimum of $1,000,000 coverage for each student.

17.1.2.2 General Liability. Coverage protects the organizers and the University from claims by participants and third parties who are injured or suffer a loss of or damaged property.

17.1.2.3 In addition, the University and the State of North Carolina should be named as an additional insured on each of the above policies and a copy of the Certificate of Insurance provided to the department sponsoring your camp.

17.1.3 All promotional material should have a disclaimer which indicates the program is not part of the University.

18.  Background Checks

18.1 It is important for the University to ensure that all camp/program staff are appropriately screened before collaborating with minors in NCCU's Sponsored Camps. All summer camp/conference employees must have a Criminal Background Check completed and reviewed prior to the start of the summer camp/conference. If a Criminal Background Check is not successfully completed, the individual will not be cleared up to work at the summer camp/conference.

18.2 Agreements between NCCU and non-NCCU Sponsored Camps or summer enrichment program should outline the responsibility of the sponsor to require the appropriate training and screening for all program staff. Any agreement should indemnify NCCU and the State of North Carolina for all damages related to or arising from camp/program activities.

19. Summer Conference

19.1 To protect the sponsoring individual and the University from liability, the following items are required for a non-NCCU sponsored conference.

19.1.1 A Facility Use Agreement

19.1.2 Certificate of Insurance

19.1.2.1 Professional Liability Insurance. Coverage protects the organizer and the University from claims based on professional negligence. Insurance must provide a minimum of $1,000,000 coverage for each student.

19.1.2.2 General Liability. Coverage protects the organizers and the University from claims by participants and third parties who are injured or suffer a loss of or damaged property. Insurance must be at a minimum of $1,000,000 cover for each incident.

19.1.2.3 In addition, the University and the State of North Carolina should be named as an additional insured on each of the above policies and a copy of the Certificate of Insurance provided to the department sponsoring your camp.

19.1.3 All promotional material should have a disclaimer which indicates the program is not part of the University.

20. Event Parking

20.1  University Departments may apply for special use permits for various departmental parking needs involving off-campus participants attending conferences, workshops, seminars, and other meetings scheduled to be held on campus. All departments requesting visitor decals should be pre-ordered by email. No decals will be issued if the pre-order is not received by the University Police Department two weeks in advance.

21. Unlocking Doors Rules

21.1 Building Managers are responsible for the locking and unlocking spaces in their facility for confirmed events.

22. Drugs, Alcohol, Weapons, Smoking

22.1 North Carolina Central University policy prohibits the use of illegal drugs, alcohol, weapons. of any kind at all events. Possession of any weapon on campus will result in arrest. Firearms possession is a (Felony). Persons showing evidence of being under the influence of alcohol or illegal drugs may be denied admission to or may be removed from activities at North Carolina Central University. Alcohol beverages, illegal drugs or weapons are not permitted on campus.

22.2 Smoking is prohibited in all university buildings, football stadiums, track, practice field.

22.3 Eating and drinking are prohibited in all classrooms, lecture halls, auditoriums, and laboratories.

23. All Facilities Requirements

23.1 Once the request is approved, the Event Coordinator will reach out to confirm the details of the event such as, audio-visual needs, room setup, time the space is available to access, catering setup, etc.

23.2 All approved decorations, rental equipment, etc., brought into the facility must be removed as soon as the scheduled event has concluded.

23.3 Established occupancy levels must always be observed for all campus facilities and that number includes the working staff.

23.4 North Carolina Central University rule prohibits littering or defacing property by the posting of signs, announcements, or flyers, etc. on painted surfaces, windows, doors, poles, trash cans, handrails, fences, etc.

23.5 Rental equipment (tables, chairs, tents, etc.) ordered and secured by the sponsoring organization is the sole responsibility of the organization. The Facilities Scheduling Office employees are not responsible for rental equipment. Rental equipment must be removed immediately following the event. If additional time is needed to remove the equipment, approval must be granted by the building manager.

23.6 Furniture must always remain in the requested facility. If the furniture in the facility needs to be changed, a layout of the set-up plan must be submitted before the facility is approved. Any customer who violates this rule and damages occur may be charged a fee.

23.7 The requestor and/or caterer are responsible for cleaning up at the end of the event. Requests from a caterer will be required to secure a room or space to use for prep area.

23.8 Other special conditions for the use of facilities may be applied and designated at the time of application or before approving the request.

23.9 All campus buildings must have designated and unobstructed entry and exit points to ensure the safety of students, staff, faculty, and visitors. Gatherings and activities must not impede these access points.

24. Outdoor Gatherings not Requiring Reservations.

24.1 Outdoor spaces not requiring reservations or notice for their use and designated as public forums in Paragraph 4.5 of Policy 01.04.3 (Free Speech and Free Expression Policy) shall remain freely accessible so long as they are not utilized in a manner that substantially interferes with or materially and substantially disrupts the University’s missions.

25. Regulation of Camping

25.1 Camping shall be defined as:

(i) The establishment of, or attempt to establish, temporary or permanent living quarters at any location on University Property other than residence halls, apartment, or other University managed housing.

(ii) Sleeping outdoors on University property with or without bedding, tent, hammock, tarp, or similar device, protection, or equipment overnight (between sunset and sunrise).

(iii) Sleeping in, on top of, or under any parked vehicle on University Property.

(iv) Establishing or maintaining outdoors, or in or under any structure not designated for human occupancy, at any time during the day or night, a temporary or permanent place for University Property for cooking, storing of personal belongings, or sleeping by setting up any bedding, sleeping bag, mattress, tent, hammock, or other sleeping equipment, or by setting up any cooking equipment that has not been approved by the appropriate University health and/or Safety officer.

25.2 “University Property” is defined as any building, structure, or outdoor space that is owned, leased, or operated, managed, or controlled by the University.

25.3 Camping on University Property is prohibited without prior written approval from the Chancellor and the University Police Department. The only exceptions to this general prohibition of camping on University Property shall be:

(i). When expressly authorized by the University in connection with a ticketed event

(ii) In extraordinary circumstances, such as times of natural disaster, when approved in writing by the Chancellor or designee.