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School of Public Health Facility Use PolicyThe following policy statements govern the use of Rosenau Hall, McGavran-Greenberg Hall and the Michael Hooker Research Center facilities at The University of North Carolina at Chapel Hill. I. Use of the facilities The facilities are reserved for the accomplishment of the educational mission of the School of Public Health. Any classes or uses by the School of Public Health shall have priority in the event of scheduling conflicts.
The facilities are available for use for: Scheduling will be arranged on a first-come, first-served basis. Reservations will not be booked more than 12 calendar months in advance. Exceptions to this policy may be made by the Associate Dean for Administration for University-sponsored regional or national academic association meetings, which must be arranged several years in advance. The School reserves the right to ensure that all programs and events are conducted in a manner consistent with the purpose and policies of the School. The facility is not intended for recreational programs, personal social events, programs conducted for personal financial gain, or political meetings. All groups using the School of Public Health must agree to abide by all School and University policies relating to matters of safety, liability, nondiscrimination, civil obedience, use of grounds, food, beverage and alcohol use. All programs should be conducted in a manner that does not produce noise that may be disruptive to other groups. Approval for use of the facilities means only that the event appears to meet the criteria established for its use and does not otherwise imply endorsement, association, or promotion of the event. Promotional materials may not refer to the School in a manner that suggests or infers endorsement by the School. All printed materials including invitations and public relations efforts relating to the event must refer to the School in the following way: School of Public Health, The University of North Carolina at Chapel Hill. II. Hours of Operation Normal operating hours are 7:00 a.m. to 7:00 p.m., Monday through Friday. The School is closed on Saturday and Sunday. The School of Public Health may accommodate events outside of normal operating hours; please consult the Facilities Coordinator (919-843-8101) for more information. No event may extend past 12:00 a.m. III. Conditions and Limitations for Use All arrangements will be in accordance with the following rules and conditions for use of the facilities. Proposed programs must be appropriate for and suited to the size and purpose of the space requested. Assigned Space: The School of Public Health will determine which areas of the building may be used for the event and where food and beverages may be served. The School will assign specifically requested rooms, but must reserve the right to make final space allocations. Food and Beverages: Food and beverages may be served in the MHRC only in the atrium and in the prefunction area of the Blue Cross Blue Shield Auditorium. In Rosenau and McGavran-Greenberg Halls, food and beverages may be served in the hallway closest to the room holding your event. Food and beverages (except water) may not be served or eaten in the classrooms. No alcoholic beverages may be served without express written permission from the Office of the Chancellor. The UNC-CH alcohol use policy can be found at http://www.unc.edu/campus/policies/alcohol.html. Fundraisers and Information Booths: Fundraisers and information booths may only be conducted by groups listed in Section I. The two locations available for these purposes are 1) the lounge area across from the elevators on the second floor of McGavran-Greenberg and 2) the front corner of the MHRC atrium closest to room 1001. Each space is limited to the use of two tables and four chairs, which can be requested through the Facilities Coordinator at 843-8101. Furniture and Supplies: All supplies necessary for the actual registration process are the responsibility of the meeting planner. The School will provide tables, chairs, and easels for use during registration. Tables and chairs should not be moved from other locations without consulting the Facilities Coordinator first. Easels, erasers, and podiums are available at no charge. See Audio/Visual Equipment section for items available for use. Tableware and Linens: All tableware and linens must be provided by the caterer or user group. Signage: Announcements or notices for your events may be placed only on bulletin boards found throughout the buildings. No signs may be placed on walls, windows, or doors. Smoking: Smoking is prohibited in all areas of the School of Public Health. Entertainment: All musical groups and other entertainers and their placement in the facility must be pre-approved by the School of Public Health. Audio/Visual Equipment: All use and placement of audio-visual equipment (desktop podium, slide projector, and screen, etc.) must be pre-approved by the School of Public Health. To request use of the School of Public Health audio/visual equipment, complete the AV Equpment Request form found at http://www.sph.unc.edu/avs University Parking: The closest available parking for visitors is the Dogwood Deck across from UNC Hospitals. IV. To Schedule Your Event To request use of the School of Public Health facilities, complete the Room Reservation form, which can be found after agreeing to the School of Public Health Facilties Use Policy, which can be found at the bottom of this page. A decision will be made within 5 business days after receipt of request. Requests received less than 5 business days in advance of the date for which the School of Public Health facility is needed will be honored at the discretion of the Associate Dean for Administration. The user organization should arrange with the caterer to be invoiced for the cost for catered food functions. Any questions regarding such invoices should be directed to the caterer. A walkthrough with all involved parties must be scheduled at least two weeks prior to the event. A plan of the setup and breakdown of the event must be submitted to the Facilities Coordinator at least one week before the event, as well as a list of the names and phone numbers of all vendors. An appropriate route of food service delivery must be established and agreed upon in advance. V. Responsibilities A responsible representative of the organization must be present at the facility throughout the event and supervise the clean-up following the event. The sponsoring organization will be charged for: damage or loss to the School of Public Health building and equipment, failure to properly clean the building or equipment, expenses incurred in returning the facility to its original condition. All spaces used for the event must be left in a clean and mutually agreed upon condition. Trash, bottles, cans, and decorations must be removed at the end of the event. Tape is permitted on brick and metal surfaces only. Tape is not permitted on any windows, or painted or plaster walls. Tacks, nails, screws, or any other fastener or adhesive are not permitted on any surface. It is the sponsoring organization’s responsibility to ascertain, with the Facilities Coordinator, the condition of the School of Public Health facility and equipment prior to the occupation of the assigned space. The School of Public Health will not be responsible for anything left
in the facility by the sponsoring organization or its affiliates. No equipment
or materials may be stored at the School of Public Health. All equipment
and material must be removed at the conclusion of the event.
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| Last updated July 20, 2007 |
