General Questions
University Users are faculty, staff, or students at UNC Asheville.
A group or individual who receives an expressed written invitation from a University User to conduct an event or activity using the University’s space (e.g., conferences, camps, invited speakers, etc.).
Community members who are not employed by the University, and community groups, are considered Public Users.
University Users with access to Web EMS can reserve meeting spaces through Web EMS.
An As-Is Meeting is a planned and scheduled gathering that meets all of the criteria listed below:
- Attendees are University Users only;
- Anticipated attendance of 50 or fewer attendees; and
- Room setup is as-is, meaning it only requires turning the lights on and unlocking the space.
Users who are planning a Simple Event can request university space by completing the University Event Request Form, linked here. A Simple Event is a planned and scheduled gathering that meets all the following criteria:
- It is coordinated by a University User, or in collaboration with an Invited User for events involving an Invited User;
- Anticipated attendance of 50 or fewer attendees;
- The room setup is performed only by staff in the building where the event is taking place;
- Is an event that is not connected to other events or locations; and
- It takes place indoors.
Users who are planning a complex event can request university space by completing the University Event Request Form, linked here. A Complex Event is a planned and scheduled gathering that meets any of the following criteria:
A Complex Event is defined as meeting any of the following criteria:
- Organized by any Public User, other than in a designated public forum;
- Anticipated attendance of 51 or more attendees;
- Occurs in any Premier Space as defined by the Use of University Space policy;
- Requires setup beyond what is regularly in the space;
- Requires the setup be done by staff outside the building where the event is taking place;
- Requires implementation of enhanced public safety protocols due to heightened security risks, as determined by University Police;
- It takes place outside;
- Is connected with other events or locations; or
- Is a covered program involving minors under the Protection of Minors on Campus Policy.
Use of the University’s designated Public forums are exempted from the definition of Complex Events. These spaces may be used by any user without advance notice or approval, so long as the use aligns with all other requirements of the Use of University Space policy.
As-Is Meetings, athletic games and practices, regularly scheduled academic classes that are part of the semester, and impromptu meetings are not considered events.
An event requires setup, or vendors, and may involve Public, or Invited Users. An As-Is meeting doesn’t require any setup, has 50 guests or less, and it is for University Users only.
Any activity –whether it is related to a class or not– that requires setup, or vendors, has more than 50 guests, and/or may be open to Public Users, or Invited Users, is considered an event.
The event permit is the single and exclusive form through which a User may reserve a university space. The University Events Department reviews all events on campus for capacity and compliance with UNC Asheville policies and regulations.
Yes. Because events require setup, or vendors, it is necessary for the space to be reserved, and the Event Permit is the single and exclusive form through which a User may reserve a university space.
University department events that take place off campus do not require an Event Permit from the University Events Department. Student organization-hosted events taking place off campus require approval by the appropriate staff member in the Highsmith Union. Event organizers are responsible for following the University’s code of conduct and Human Resources policies, as well as local, state, and federal laws and ordinances.
The University Event Request Form is available to any person, whether University User or Public User, who wishes to request the use of a university space. The University Event Request Form is the single and exclusive form through which a User may reserve a space and obtain approval for an event. A space is officially reserved, and an event is officially considered approved, when the User receives an Event Permit number.
University space may be used under a “first-come, first-served” basis, subject to priority of space use as stated in the Use of University Space policy. However, permitted use will have priority over any unscheduled use, even when permitting for the space is not required.
At UNC Asheville, sponsorship is an invitation, which means a relationship by which a Public User becomes an Invited User when they are invited by a University User to conduct activities in university space. In this case, the University User becomes the “host” and is substantially involved with coordinating the Public User’s activities as stated in the Use of University Space policy.
A student organization officially recognized and sanctioned by the University; a University division or department; or an entity established by or at the direction of the UNC Board of Governors, UNC President, UNC Asheville Board of Trustees, UNC Asheville Chancellor, or a UNC Asheville Vice Chancellor.
An event proposal is a plan developed by the User in order to think through all of the phases of the event and ensure its success. An event proposal is a tool that helps event planners outline the event’s concept, budget, logistics, and wrap-up. The University Events Department strongly suggests that all users develop an event proposal prior to submitting the University Event Request Form.
The University Event Request Form is how users request use of a University space. The Event Permit is the official approval (or reservation) for the use of a University space.
A Location Event Approver is the individual responsible for collecting the details of an event and entering those into the space management software, for a specific area of campus. For events being planned by Public Users, the Location Event Approver may also be the University Coordinator for the event (which among other responsibilities, includes being a liaison between the User and campus partners regarding setup needs). Location Event Approvers do not always work within the University Events Department, but often work in the department that manages a specific area of campus.
To find who the Location Event Approver is for a specific building, email us at reservations@unca.edu
The University Coordinator is the event manager who works with the User to plan the event, handles all work orders and logistical arrangements, and ensures all guidelines are met. The main responsibility of the University User is to guide and assist Users through the event approval process. The University Coordinator is responsible for creating diagrams, handling work orders, planning the day-of-event operations, and connecting the User with the Catering Department.
To find who the University Coordinator is for your event, email us at reservations@unca.edu
Event Planning Questions
- The timelines pertaining to each type of event and user are listed below.
- Be sure to check the list of UNCA Signature & Black Out Dates. Space requests for events happening on the same dates as UNC Asheville Signature Events will be handled based on availability of resources, and following the space prioritization process as stated in the Use of University Space policy.
- Note that external vendors, presenters, or other departments that support events and setups may not be available if requests are not submitted with sufficient notice.
Space requests may be submitted using the following timelines:
- As-Is Meetings:
- Summer meeting requests: submissions accepted beginning April 1st
- Fall meeting requests: submissions accepted beginning May 1st
- Spring meeting requests: submissions accepted beginning December 1st
- Student Organizations are required to submit their meeting requests through Rocky Connect at least five business days in advance
- For University Users (not including Student Organizations) the minimum amount of time to book by phone, email, or Web EMS is 3 business days.
- Simple Event:
- Summer simple event requests: submissions accepted beginning April 1st
- Fall simple event requests: submissions accepted beginning August 1st
- Spring simple event requests: submissions accepted beginning January 1st
- Student Organizations are required to submit their simple event requests through Rocky Connect at least 10 business days in advance
- For University (not including Student Organizations), Invited and Public Users, the minimum amount to request is 10 business days in advance.
- Complex Event:
- Summer complex event requests: submissions accepted up to two years in advance
- Fall complex event requests: submissions accepted up to one year in advance
- Spring complex event requests: submissions accepted up to one year in advance
- Student Organizations are required to submit their complex event requests through Rocky Connect at least two months in advance
- For University, Invited and Public Users, the minimum amount to request is two months in advance.
- If you need to plan a Complex Event less than two months in advance, please contact reservations@unca.edu or call (828) 255-7100. Late events may not be approved in time for the proposed event.
Important Note: Depending on the type of event involving minors, additional time may be required to ensure compliance with the Minors on Campus Policy and procedures (such as background checks and training). Information on the Protection of Minors on Campus Policy and its requirements can be found at this link: https://protectionofminors.unca.edu/
Event approval processing time can vary depending on the time of year (peak season is August – October and February – April), the complexity of the event, type of facility requested, and the amount of details provided by the event organizer.
UNC Asheville’s Blackout Dates are days in which University facilities may not be requested, nor reserved, because there are limited available services and resources, and/or already scheduled internal activities.
Space requests for events happening on the same dates as UNC Asheville Signature Events will be handled based on availability of resources, and following the space prioritization process as stated in the Use of University Space policy. Signature Events are high-profile University events that are characterized by one of the following qualities: Recruitment, Retention, Recognition, Tradition, Community, or those for which University Leadership attends. These events occur at the same time each year.
Fundraisers and vendors desiring to sell merchandise must be approved in advance by the Vice Chancellor or Director with responsibility and accountability over the space in which the commercial speech is to take place.
The University’s food service partner, Chartwells, has the exclusive right to provide food service and catering on campus. This exclusive right does not include catering purchased for the events organized by the Chancellor on or off-campus, Corporate Sponsored Athletic Events where food products and services are donated to the University, food service for student groups for small items such as pizzas, cookies, doughnuts, etc. Please contact Chartwells Catering before submitting a Food Service Policy Exemption Request to see if they can accommodate your catering needs. In addition, food orders totaling under $300 are exempt and do not require the use of a waiver.
Registered student organizations are permitted to conduct bake sales with the approval of the University Events Review Committee. Please see the Environmental Health and Safety department’s Food Safety web page for information on proper food handling.
Food trucks are allowed to be on campus, but they must be contracted through Chartwells. Chartwells works directly with the food truck vendor, and there is a $250 buyout that the vendor must pay. Please note, for a food truck to be present on campus, it must be included in an approved Event Permit. In addition, all needed logistical arrangements and/or work orders must be set up in advance (i.e, electricity access, parking location, etc.).
Public forum areas include Reed Plaza, immediately outside Brown Hall and Highsmith Student Union; and the lawn areas on either side of the steps in front of Ramsey Library, bounded by the concrete sidewalks, immediately in front of the University Quadrangle.
Public users are required to provide at least 24-hours notice prior to their use of a Designated Public Forum. The maximum duration of any public user activity, assembly, or demonstration at a Designated Public Forum is two (2) hours.
No. Unless tables (and other furniture) are brought in as part of a rental agreement with an event furnishings vendor, individuals and groups must request tables and chairs for their events from the appropriate university unit. Users can submit these requests when completing the Event Request Form, or with their University Coordinator.
There are four types of University events at which alcohol is permitted:
A) “BYOB Event,” B) “Service Event,” C) “Sale Event,” and D) “Tailgating.” Alcohol is not permitted at any event unless the sponsoring group has received approval from the appropriate office (based on the type of event).
Yes. Book sales must obtain approval from the UNC Asheville Bookstore even if they plan to use another distributor. Book sales must be approved at least seven days in advance per the University’s agreement with the Bookstore. Users must complete the form linked here and submit it to the Bookstore’s General Manager at jgibson4@unca.edu.
Yes. Users are responsible for obtaining public viewing rights to show a film per the Federal Copyright Act (Title 17 of the US Code). Public Viewing Rights should include the title, time, date, and location of the film.
Ramsey Library purchases and/or subscribes to streaming video and DVDs, some of which are purchased with Public Viewing Rights for campus. Library staff can help identify films available for screenings as well as any restrictions that have been applied to particular films. If working with the library, a Public Viewing Agreement must still be submitted to your University Coordinator. Public viewing rights can also be obtained through the film’s distributor. Commonly used distributors include Swank, Criterion, and Kanopy.
The University Event Review Committee will review the event’s details and determine whether or not security is needed. When security is required for an event, University Police will send a cost estimate to the Event Coordinator. The billing information entered on the University Event Request Form will be used to bill charges.
The University Event Review Committee reviews all complex events that take place on University property and determines when and if additional insurance requirements are needed. When additional insurance is needed for a given event, the Events Department will notify the University Coordinator overseeing such event.
Certificate of Insurance (COI) requirements will have standard requirements:
- $1 million in general liability insurance is required for the event. UNC Asheville must be listed as “Additional Insured.” Certificate holder address: John Dougherty, General Counsel, UNC Asheville. 1 University Heights, CPO 1400. Asheville, NC 28804
- A copy of the liability insurance must be submitted to University Events before the event can be approved. For assistance, please contact University Events at: 828-255-7100, or reservations@unca.edu.
- Insurance must cover all pre-set, event-day, and break-down dates.
Student organizations that have national chapters or organizations, can request a COI from their organization. Student Organizations that do not have a national chapter, and users who need it, may purchase additional insurance through TULIP. For questions regarding insurance requirements, please communicate with the University Coordinator overseeing your event.
University Events and the Highsmith Union team (for student organizations) review all events that take place on campus and determine when and if additional waiver requirements are needed. If a participant waiver is required for your event, Users can use the Waiver, Release, and Authorization Template to fulfill that requirement. Modifications to this template or alternate waivers must be approved prior to the event by the University General Council by contacting John Dougherty at jdoughe2@unca.edu. The University Coordinator must submit completed waivers to University Events via email at, reservations@unca.edu.
In general, you should be prepared to pay fees for:
- Facility Rental Fees
- Catering
- Event Staffing
- Audiovisual and Production Services
- Parking Permits
- Performer/Vendor Fees
- External Speakers Fees
- Tents
- Inflatables
- Equipment Rentals
- Campus Operations Services
- Housekeeping
The following may have also generate a charge:
- More than 50 participants
- Events after 2:00 p.m. on weekdays (housekeeping fees)
- Any weekend events (after 2:00 p.m. on Friday through 7:00 a.m. on Monday)
- Trucking
- Tables for outdoor locations
- Furniture for indoor and outdoor locations where not provided
- Grounds maintenance
- Waste and recycling
- University Police
- Certificate of Insurance (if required)
- Cancellations outside the cancellation deadlines
- No shows
- Setup and breakdown staff
- Audiovisual staff
- Materials and supplies
- Signage
- Services provided in short notice
Charges are typically billed within 30 days after the event takes place.
The Office of University Events is located in HIG 117. The University Events team can be contacted by telephone at 828-255-7100, or by email at reservations@unca.edu.
For questions, contact University Police at police@unca.edu and provide your event permit number.
For questions, please contact Emergency Management at mpetty1@unca.edu or 828-258-7676 and provide your event permit number.
Please contact your University Coordinator to reserve parking. If you are a University Coordinator and need help with parking, please contact University Events at: 828-255-7100, or reservations@unca.edu.
Audio Visual/Production Services Questions
The Information Technology Services department provides support for classroom equipment. Most academic spaces have basic AV equipment already setup in the room. In addition, there are some classrooms that allow for users to bring their own device, which are known as BYOD Classrooms. For any questions or issues with AV equipment, please contact:
- For classrooms, contact the Information Technology Services department, at: 828-251-6445, ITShelpdesk@unca.edu.
- For events taking place in the Highsmith Union contact University Events at: 828-255-7100, or reservations@unca.edu.
- For events taking place in the Sherrill Center, contact Diane Buzzini at: 828-251-6934, or dbuzzini@unca.edu.
- For any other area of campus, contact University Events at: 828-255-7100, or reservations@unca.edu.
Highsmith Student Union (HIG) spaces include basic AV equipment (computer, projector, and screen). Highsmith also offers SMART rooms. Equipment in Highsmith’s Smart Rooms is maintained by University Events.
Most indoor premier spaces include basic AV equipment and microphones.
Technology-enhanced, or “smart” classrooms, are learning spaces with integrated technology for use in pedagogy. The typical smart classroom has a computer, projector, projection screen, DVD/VHS player, sound system, and podium with AV controls and laptop connections. Some specialized classrooms have document cameras, smartboards, and other equipment relevant to the coursework or discipline being taught in the space.
Yes. All students, faculty, and staff can login to Eduroam using their University credentials. Guests may login to the guest wifi network by creating an account with UNC Asheville when prompted.
To connect to the UNC Asheville wifi network, your computer or device must be configured while on campus.
- Students, faculty, and staff please see the Quick Setup Instructions.
- Guests: Please see the Campus Guest Wireless Access webpage for instructions.
If you need sound, lighting, and/or video support beyond what university units can provide, or what is standard in a given space, University Events can assist you with contracting a vendor to provide assistance and additional equipment to meet your event, or meeting needs.
Please call the Highsmith Building Manager at 828-767-5009.
A technician is required to operate all Production Services equipment. Equipment will not be rented out without a technician.
For the Sherrill Center, contact Diane Buzzini at: 828-251-6934, or dbuzzini@unca.edu.
For any other area of campus, contact University Events at: 828-255-7100, or reservations@unca.edu.
Production Services provides a variety of services that can assist clients in putting on a successful event, including:
- Sound – Small to large PA systems
- Lighting – Decorative and performance lighting
Production Services should be requested at least one month in advance using the University Event Request Form.
Complex Events may require additional time. Services requested with short notice may be charged an administrative expedite fee.
The cost of your event will depend on the equipment needed, the number and type of staff required to set-up and operate the equipment, the complexity of your event, and the length of your event. To get a cost estimate, or schedule a consultation, please contact:
- For the Sherrill Center, contact Diane Buzzini at: 828-251-6934, or dbuzzini@unca.edu.
- For any other area of campus, contact University Events at: 828-255-7100, or reservations@unca.edu.
UNC Asheville departments, and registered student organizations will receive a discounted rate.
An invoice from the University Events Department will typically be administered within 30 days after the service. If you are a University department or student organization with a University fund, your account will be charged automatically after the event. If you are unable to provide a fund number, credit cards (with a processing fee) and checks are accepted. For billing questions, contact University Events at 828-255-7100, or reservations@unca.edu.
Self-Service Reservations Portal (Web EMS)
Web EMS helps users find and book available As-Is workspaces. University Users who have access to Web EMS can only reserve As-Is Meeting spaces through Web EMS.
Users who are planning a Simple Event or Complex Event need to complete the University Event Request Form. To request any additional services (furniture, AV needs, security, etc.), please contact University Events at: 828-255-7100, or reservations@unca.edu.
If you are a University User and are not sure if you need access to Web EMS, please contact your supervisor.
Supervisors may request an account to be made for University Users. A request can be made by filling out this form.
The University Event Request Form is the single and exclusive form through which a User may reserve a space and obtain an event permit number. The University Event Request Form is available to University, Invited, and Public Users who wish to request the use of a University Space. The University Event Request Form can be accessed using this link.
The following are the most common set-up types requested and available on campus:
- Open conference rectangle
- Closed conference rectangle
- Boardroom
- Lecture
- Exhibit
- Classroom
- Banquet
- SMART Classroom
Other Reservation and Event Details to Consider
Before submitting your request, please gather the following information:
- Description and overview of the event
- Event start/end times, as well as the amount of time needed for setup and teardown, (actual access and tear-down times will be confirmed by the University Events Department)
- Whether or not you will have food and/or beverages at your event
- What vendors you plan to use
- Whether you need additional services, such as tents, decorations, security and staffing
- The name of the university staff member who will be working on the event and be the main point of contact
- Billing information
- Departments are required to provide a fund number
- Student organizations must provide a billing contact
- Community groups must provide a physical and digital mailing address
How do I get my event on UNC Asheville’s calendar of events?
If you would like to add your event to the comprehensive events calendar available through OnePort, please contact each division (listed below). Please confirm that your supervisor and department chair has approved the event and that you have received an Event Permit prior to submitting a request.
- The Academic Affairs calendar is managed by the Office of the Provost at, pobrien@unca.edu
- The Student Affairs calendar is managed by the Office of the Vice Chancellor for Student Affairs at, ajacks11@unca.edu
- The master Athletics calendar is managed by UNC Asheville Athletics Department at, kbutcher@unca.edu
- Engagement Relations Events calendar is managed by University Advancement at, mmcnamee@unca.edu
To post an event that is open to the public on the University Events Calendar, please email communication@unca.edu.
- If you are a University User you can find events by logging into your OnePort account.
- If you are a student you can find the most updated list of all UNC Asheville’s registered Student Organizations on the CORQ app or by visiting rockyconnect.unca.edu.
- Community members who seek to find information about events happening at UNC-Asheville can check out the events feed.
- If you are searching for Athletic events, those can be found by clicking this link.
The University Coordinator guides clients through the event approval process. The University Coordinator is responsible for creating diagrams, and planning the day-of-event operations and implementation, as well as connecting the client with Catering. The Day-of Contact is the person who will be physically on-site during the event. This is the person who will be contacted if questions arise while the event is going on. In many cases, the University Coordinator also serves as the Day-of Contact.
To request the Chancellor for your event, please email chanoffi@unca.edu. When submitting your University Event Request Form, it is also recommended that you add this information so we know the Chancellor’s presence is being requested.
Additional services can be requested by contacting the University Coordinator.
The following services require the University Coordinator to contact the service provider directly:
- Parking
- Audiovisual
- Trucking grounds
- Custodial
- Tents
- University Police
For catering you can request their services directly through Chartwells by using this link.
To request Summer Conference Housing, please contact the Conferences and Camps Office by submitting this form.
The University Events Department can help arrange furniture, among many other services, for events on campus. Staging, tables, chairs, custodial, grounds and electrical services are available. Please indicate your support service needs when submitting the University Event Request Form. Please note that the University Events Department does not provide tablecloths or linens.
If you would like to use an external company, or bring in your own furniture or services, please identify the vendors you plan to use when submitting the University Event Request Form. The University Coordinator will contact Users to discuss additional requirements and/or tasks, so that the use of external vendors is flawless.
Event Status
To check on the status of your request, please contact your University Coordinator directly, or University Events at: 828-255-7100, or reservations@unca.edu.
EMS Troubleshooting
If you are a University User and are not sure if you need access to Web EMS, please contact your supervisor.
Supervisors may request an account to be made for University Users. A request can be made by filling out this form.
Please contact University Events at: 828-255-7100, or reservations@unca.edu.
At UNC Asheville, Web EMS is designed so that users have access to reserve spaces for As-Is-Meetings for specific locations. If you are unable to find a specific room in Web EMS, please submit a University Event Request Form
Yes. Users may complete the University Event Request Form using a computer, or a smartphone.
Have Questions? Contact the Events Team!
| Phone: 828-255-7100 |
| Email: reservations@unca.edu |
| Office Hours: Monday – Friday, 8 a.m. – 5 p.m. |
