Reservation Process for Events and Meetings
All reservations and events at UNC Charlotte Center City must be booked through the Events Staff by completing and submitting an Event Request Form. In order to check space availability or reserve a space, you must fill out an event request form before we can move forward into the booking process.
We will contact you within five business days. We require 7 business days notice for simple university department meetings (14 business days if catering is requested).
Check out or virtual tour to see our space!
A signed contract will be required at the time of booking for the atrium, auditorium, lecture hall and mezzanine spaces.
- All reservations are subject to availability. UNC Charlotte Center City reserves the right to reassign events to a different room.
- All reservations must be requested at least 7 business days in advance (14 Days if catering is needed).
- Fees include, but are not limited to, rental, parking, audio/visual and police/security.
External and Co-Sponsored Events
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 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.
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.
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.
- 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.
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.
- 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.
- 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.
- The lobby, hallways and lounges are open to student, faculty and staff traffic during regular building hours and often at other times.
- Any client reserving the space must be the same client that will utilize the facility for the originally stated purpose.
- 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.
- 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.
- No animals are allowed inside or on CC grounds except in accordance with University Policy 704.
- 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.
- 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.
- CC is not responsible for stolen or lost items.
- No smoking is permitted inside CC or on University property within 100 linear feet outside CC (See University Policy 707).
- CC is not responsible for disturbances during the event from inside or outside CC.
- 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.
- CC reserves the right to reassign a space or move a user to another area when it is deemed necessary.
- Decorations must be removed immediately following an event.
- 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.
- No changes to room configurations will be made without the Events Manager’s consent.
- 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.