External Client Policies & Rental Rates

Purpose of Policy
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. 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 Center City Building 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.


Hours of Operation and Scheduling
UNC Charlotte Center City building hours are: Monday-Sunday from 7:00 a.m. until 10:00 p.m.
Events scheduled on Saturday after 5:00 p.m. and anytime Sunday are subject to a $100 surcharge.


External organizations may follow the schedule below for booking space:

  • Booking for spring (Jan 2-May 15): November 15
  • Booking for summer (May 16-August 15): February 1
  • Booking for fall (August 15-December 23): April 15


Reservations and Special Events Fees
All reservations and events at UNC Charlotte Center City must be booked through the Events Staff by completing and submitting an Event Request Form. A signed contract and 50% deposit will be required 2 weeks after the reservation is made in order to keep the reservation.

  •  All reservations are subject to availability. UNC Charlotte Center City reserves the right to reassign the event to a different room.
  • All reservations that do not require a room set-up must be completed at least 5 business days in advance.
  • All reservations for events that require set-up must be completed at least 3 weeks in advance.
  • 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.

Rental Rates and Fees
*half day (-4 hours)/full day (4-8 hours) *

EXTERNAL ORGANIZATIONS: FOR PROFIT NON PROFIT

Auditorium

$1000/2000

$600/1200

Lecture Hall

$500/1000

$300/600

Atrium

$600/1200

$400/800

Package Rental

Includes adjacent rooms (atrium, mezzanine, lecture hall, auditorium, conference room)

$2400/4800

$1500/3000

Computer Lab

$300/600

$150/300

Classroom (Standard Setup)

$150/300

$100/200

Classroom (Special Setup)

$200/350

$150/250

Conference Room

$150/300

$100/200

Audio/Visual

Minimum of 2 hours (mandatory for auditorium rental)

see Technology tab

see Technology tab

Police/Security

Minimum of 4 hours (mandatory for alcohol service)

$30/hour

$30/hour

Parking

UNC Charlotte hangtags may park at no charge

$6/ vehicle

$6/ vehicle

 

* Rental times include setup and takedown. Rental rates include the use of Center City’s inventory of event furnishings (if available) including tables, chairs, registration table linens, podium and easels. The client must communicate these needs to CC Events Staff; these furnishings are available on a first come, first served basis.
***Atrium and mezzanine are accessible through the lobby’s main staircase. Sound from the lobby does travel up through the main staircase into the atrium and mezzanine.

Billing

  • 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 30 days.
  • Payments not received within 30 days will be assessed a late fee of 1 ½ % per month.
  • The Center City 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
180-91 days prior to event 25% of rental fee
90-31 days prior to event 50% of rental fee
30 days or less prior to event 75% of rental fee


Indemnity; Insurance; Investigation of Claim for Non-Affiliated Groups
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.
 

Catering

  • All food & beverage served at CC 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.
  • CC Events Staff will connect each client with Chartwells. If necessary, a meeting will be arranged between Chartwells, the client and CC Events Staff to discuss food and beverage needs. 
  • Payment for catering: Chartwells will directly invoice client

Alcohol Service Policies (University Policy 706)

  • The service of alcohol on CC premises must comply with University Policy 706 as well as county and state laws governing alcoholic beverages.
  • The client must complete, sign and submit an Acknowledgment of Responsibility Form and a Special Circumstances Approval Form along with a copy of their catering menu at least 5 business days prior to the event to CC Events Staff so that it can be submitted to the Executive Director for approval.
  • All alcoholic beverages must be served by Chartwells Catering bartenders. Client must purchase, arrange delivery and pick up of alcohol. Chartwells does not provide, deliver or pick up alcohol.
  • 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. If there is an admission or ticket charge for your event, you must apply for a Special One-Time Permit for the Sale of Alcoholic Beverages through the NC ABC Board; this process takes a minimum of 14 business days.
  • Alcoholic beverages may only be served for no more than 2 hours. When serving alcohol, food items and non-alcoholic beverages must be served proportionate to attendance.
  •  No person under the age of 21 years will be served or allowed to possess or consume alcoholic beverages at the event. Proof of age may be required for any person requesting an alcoholic beverage. All guests are required to have a valid I.D. at events where alcohol is served.
  • CC staff and/or catering staff reserve the right to deny alcohol service to anyone.
  • Unused supplies of alcohol must be removed, by the client, from CC within 48 hours after the event.
  • No kegs are allowed in CC; only bottles and cans are permitted.

Room Set-ups

  • The Events Staff will arrange all room set-ups with CC Building Services staff.
  • Room set-ups must be finalized within 5 business days 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. 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. Classroom capacities range from 12-60 chairs.
  • Please be aware that the more tables, chairs, easels or other event furnishings you need the less floor space available. Room capacities are not to be exceeded.
  • Exits, fire alarms/extinguishers, aisles, corridors, hallways and staircases may not be obstructed.

Inclement Weather
No events may be held at 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.

Music

  • You may hire your own DJ or music group. DJ is only allowed on the 2nd floor, Friday's and Saturday's, and must be approved by the Events Manager.
  • All music must end by 9:00 p.m. DJ’s and music groups are responsible for all set-up and takedown of their equipment. All equipment must be removed from the building within 30 minutes of the scheduled end time.
  • 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.).
  • CC reserves the right to lower the volume or stop the music at its discretion.

Promotion and Advertisement of Event by External Organizations
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.

Operating Guidelines
1. Use of CC 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.
2. The lobby, hallways and lounges are open to student, faculty and staff traffic during regular building hours and often at other times.
3. Any client reserving the space must be the same client that will utilize the facility for the originally stated purpose.
4. 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.
5. No posters, charts, signs, decorations or other items are allowed to be attached to walls, doors, pillars, stairways or hung from ceilings of CC without prior approval from the Events Manager.
6. No animals are allowed inside or on CC grounds except in accordance with University Policy 704.
7. No reprimand should be given to any catering employee or Center City staff by the client or guests. Please direct all complaints or suggestions to the on-site catering manager or the Events Staff.
8. CC 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.
9. CC is not responsible for stolen or lost items.
10. No smoking is permitted inside CC or on University property within 100 linear feet outside CC (See University Policy 707).
11. CC is not responsible for disturbances during the event from inside or outside CC.
12. Candles must be enclosed in glass. No open flames are allowed inside CC or anywhere on University property. CC must pre-approve any use of candles.
13. CC reserves the right to reassign a space or move a user to another area when it is deemed necessary.
14. Decorations must be removed immediately following an event.
15. The Events Staff will oversee the correct set-up of the rooms. No furnishings, tables or chairs may be moved by anyone other than CC staff.
16. No changes to room configurations will be made without the Events Manager’s consent.
17. 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 CC and the Charlotte Fire Department. Mobility impaired individuals on upper floors should proceed to the nearest stairwell for assistance by emergency response personnel.