Reservations

Here are the reservable dates and when you can reserve them:

• Venue availability is subject to Carolina Union Building Hours.
• Blackouts are placed in 25Live for days our building is closed, reduced hours, or when the request timeframe has been reached.

Semester	Fall 2024	Spring 2025	Summer 2025	Fall 2025	Spring 2026
Reservable dates	Aug 19 – Dec 4	Jan 8 – April 29	May 14 – July 31	Aug 18 – Dec 3	Jan 7- April 27
When you can reserve	RESERVE NOW	RESERVE NOW	RESERVE NOW	April 2025	April 2025

*Requests may be tentatively placed, no reservation will be confirmed until summer orientation has been scheduled.

First Day of Reservations 2024

First Day of Reservations (FDR) will be Thursday, April 11, 2024. On FDR, Carolina Union spaces will be available for booking for Fall 2024 – Spring 2025.

Fall 2024: Monday, August 19 – Wednesday, December 4

• Carolina Union supported General Purpose Classrooms will be reservable starting two weeks after the start of the semester, M-F after 6 pm and weekends in alignment with the Carolina Union operating hours.
• The Great Hall will be under an electrical upgrade renovation and not reservable from November 11, 2024 – January 5, 2025. 

Spring 2025: Wednesday, January 8 – Tuesday, April 29

• Carolina Union supported General Purpose Classrooms will be reservable starting two weeks after the start of the semester, M-F after 6 pm and weekends in alignment with the Carolina Union  operating hours.

Things to do and know when planning your upcoming event year:

1. Ask questions at any of our First Day of Reservations Info Sessions! RSVP here.
2. Designate 1-2 staff members from your area to submit reservations on behalf of your department in 25Live.
3. Complete your 25Live training and become more familiar with the scheduling system. More information regarding 25Live training can be found on the ReserveCarolina website.
4. Reserve space based on anticipated needs and past organization/department event trends.
5. Know Carolina Union reservation guidelines and policies.
6. Have alternative dates/locations for large events should your space be unavailable.
7. Remember that General Purpose Classrooms (GPCs) will continue to be reserved for the current semester. GPCs will not be available during this window of early reservation.
8. A registered/sponsored student organization’s use of two (2) or more same day bookings will incur a use charge, see pricing here. 

Timeline for processing your requests:

• Meeting room reservations submitted between April 11^th and April 30^th will be confirmed or responded to by May 4th.  
• Performance Venues and Lounge reservations submitted between April 11 and April 30^th will be processed by May 10^th. Our team will review your reservation and send you the Tentative Event Email with the next steps to receive confirmation.
• Requests received after April 30^th are subject to our normal review process.

Here are the venue request timeframes and processing timeframe, please use this as a guide for your event planning.

• Requests submitted in the provided timeframe will ensure we can adequately support your reservation needs.
• Requests received under these timeframes will be reviewed but are not guaranteed to be approved.

	Performance Venues	Lounges & Lobbies	Meeting Rooms	Exterior Locations	General Purpose Classrooms
Timeline	45+ business days from your event date.	30+ business days from your event date.	2+ business days from your event date. Weekend & Monday meeting room requests must be submitted by 5pm Wednesday.	2+ business days for Solicitation Tables and Pit Sits from your date. 14+ business days for Pit Events from your event date.	2+ business days from your meeting date. 30+ business days for GPC Events from your event date. Weekend & Monday meeting room requests must be submitted by 5pm Wednesday.
Review and Confirmation	7 business days following your consultation meeting.	7 business days following your consultation meeting.	2 business days following your submission.	2 business days for Solicitation Tables and Pit Sits following your submission. 5 business days for Pit Events following your submission.	2 business days following your submission. 5 business days following your submission for GPC events.

Registered Student Organizations (RSOs) and University Sponsored Organizations (USOs)	UNC-CH Departments and Campus Based Non-Affiliates	Non-Affiliates – Any group or individual other than a university-sponsored or University-affiliated group.
Any student officer or member of the organization. Not the advisor. Must complete 25Live training	Any staff or faculty member. Must complete 25Live training	All reservations are reviewed for, but not limited to, the following conditions:    Alignment with the University’s mission and values.    Alignment with the UNC-CH Facility Use Standard.  The potential to conflict with Carolina Union and UNC-CH affiliated groups and partners.  The potential for disruption to University academic operations, such as noise generated by the event or expected crowd size.  For more information about non-affiliate reservations click on the non-affiliate reservation drop down below.
Online (25Live) In-Person Email	Online (25Live) In-Person Email	In-Person Email

Email:

Anyone may submit a request via email, request may be submitted by email to [email protected].

• Emailed requests must follow the reservation request timeline determined by the venue.
• All emailed requests will be required to complete an electronic service agreement before reservation confirmation.
• RSO, USOs and Department emailed requests must have at least one contact with 25Live access.

In-Person Requests:

• Visit the Carolina Union, Office of Event Services at 209 South Road Chapel Hill, NC 27599, 3rd Floor Suite 3103.

In-person requests must follow the reservation request timeline determined by the venue.

Any requests to change the date/time, space, layout, equipment, contacts, and services on a reservation can be requested through email, phone or in person to Event Services.

The person requesting the change must be listed on the reservation. 

Email:

1. Email [email protected]; subject line: [Reference Number], Reservation Update, and describe in detail the updates needed.
2. Please allow 2 business days for a response.

Phone/In-Person:

1. Call 919-843-3832 or visit us at 209 South Road Chapel Hill, NC 27599, 3rd Floor Suite 3103.
2. Please have your reference number ready.  
3. Describe in detail the updates needed.
4. Allow 2 business days for updates to be reflected in 25Live.

After any update to your reservation, you should receive a new event details/estimate document. You can request a copy at any time by emailing Event Services.

• All cancellations of space, staff, and equipment must be submitted in writing (email is acceptable) to Event Services.  
• Cancellations by UNC or Carolina Union: The University and Carolina Union have the right to cancel any event due to an emergency or perceived threat for any circumstance including, but not limited to, severely inclement weather, flood, facility condition, staff difficulties, civil tumult, strike, epidemic, acts or regulations of public or University authorities (including, without limitation, social distancing measures to limit the spread of contagious disease), interruption or delay of transportation service, utilities failure not due to University negligence, acts of God or war, terrorism, hazard to public safety, arrest or conviction of a member of Purchaser for behavior in conflict with the mission of the University, or any cause beyond the control of the University.  
• Event Cancellations: Failure to confirm and/or provide event details to the Office of Events Services at least three weeks (21 days) in advance will result in the cancellation of the event.  
• If a reservation is canceled more than three weeks (21 days) prior to the event, no charges will be assessed provided the Office of Event Services or the University has not incurred expenses required to provide the requested facilities or other services.  

Date	Amount
Event Cancellation Fee – Less than 3 weeks	25% of event related charges
Event Cancellation Fee – Less than 2 weeks	50% of event related charges
Event Cancellation Fee – Less than 1 week	100% of event related charges
No Show/No Cancellation Fee	100% of event related charges

• Meeting Cancellations: Cancellations must be received at least two (2) business days in advance of the meeting date. If client fails to cancel a reservation and the meeting is not held, all incurred expenses and a no-show fee of $25 will be charged. 
• Cube Cancellations: Cancellations must be made a minimum of two (2) days in advance. Failure to do so will result in the loss the paint cart deposit.  

Please make sure you are listed on the reservation.

Reservations that are not checked in/out will receive a no-show notice and associated fees will be applied.   

1. Visit the Carolina Union Welcome Desk within 15 mins of your reservation start time.
2. Show and scan your UNC OneCard (physical or digital), non-affiliate groups please show your driver license and provide a phone number. 
3. Have a great meeting/event!
4. Return to the Welcome Desk to check out.
   
   

Reservation Closeouts

All reservations go through a close out process after the event date or last reoccurring booking. All reservations with charges are invoiced on the 2nd and 4th Friday of each month. Invoicing dates may be adjusted to accommodate building closures and holidays. Information about how to pay your Car

• How to find Carolina Union venues:
  • Search using “GSU” 
  • Use the 25Live Public Location Searches
    • Carolina Union Meeting Rooms
    • Carolina Union Exterior Locations
    • Carolina Union Performance Locations
• How to submit a reoccurring meeting reservation:
  • You can submit one reservation for reoccurring meetings per semester, Creating Repeating Events with the Event Form.
  • Please make separate reservations for Fall and Spring reoccurring meetings 
• How to interpret and setup your event times:
  • We recommend that all clients add Pre-Event and Post-Event times to their reservation. Here is how to interpret the times in your reservation. If you need assistance update your reservation please reach out to Event Services.
    • Setup and Take Down (not adjustable): this timeframe in your reservation is the system designated buffer for our Event Services
    • Pre-Event: this time frame is your time to setup for your event (decorate, confirm correct setup, rehearse, etc.). Thirty-minutes to one hour of pre-event time is recommended.
    • Event: The start time (doors open) and end time (program end) of your event.
    • Post-Event: this timeframe is your time to takedown decorations and equipment from you event. Thirty-minutes to one hour of post-event time is recommended for attendee departure and event clean-up.
• 25Live Guides
  • Creating Events with the Event Form
  • Creating Event and Location Searches
  • Creating Repeating Events with the Event Form

• Not all spaces are reservable by Non-Affiliates. The following locations are the ONLY exterior locations reservable by Non-Affiliates: Carolina Union Patio, Plaza AB/The Gift.  
  
  
• Once a request is reviewed and approved by the Carolina Union a hold will be placed on the preferred and alternate date(s) and location(s). 
  
  
• All events in the Carolina Union are on Tentative until confirmed by the Carolina Union. UNC student organizations have priority on all Carolina Union reservable spaces. After that, priority is given to UNC Departments and other administrative units. Non-affiliate holds are subject to change based on UNC student requests and other University affiliated or sponsored requests. If a student request is made for a date or space on temporary hold for the non-affiliate group, the Carolina Union will help with identifying alternative dates or comparable locations for the non-affiliate group. 
  
  
• Once the reservation is within (29) days and the signed agreement and proof of insurance are reviewed and approved, confirmation will be sent to the non-affiliate host. This will confirm the space for the event date. Failure to send the agreement and proof of insurance will result in cancellation of the reservation. Requests received within the (29) days of the reservation date will be confirmed once the signed agreement and proof of insurance are reviewed and approved.  
  
  
• All services, venue, and event enhancements fees can be found here.  
  
  
• A Facilities Use Service Agreement and a Certificate of Insurance is required to confirm a reservation. 
  
  
• A 10% non-refundable facilities use fee is required at confirmation of the event. The facilities use fee is applied to the event balance. The remaining balance is due within 5 business days prior to the event. 
  
  
• Any group that feels they have been unfairly denied space or reservation priority should email Event Services, [email protected] at the Carolina Union to appeal that denial of space.  
  

For more on campus venues for events visit ReserveCarolina.