Reservation Guidelines & Policies

The Elliott University Center is funded by student fees.  The facilities purpose and intent is to support the programs, events, meetings, and conferences of the students.  Faculty, staff, alumni, and guests of The University of North Carolina at Greensboro may use the facilities with additional usage fees.

Reservation Priorities

The reserving period is from July 1 of the current year until June 30^th of the next year.  The reservations system will be available to make reservations on the designated date based on the priorities listed below.  If the date listed below is not a scheduled work day, reservations open the following business day.

1. Events related directly to enrollment, academic success and University traditions (for example: Student Homecoming activities, Family Weekend, WinterFest, Destination, Welcome Week): March 1 reservation date.
2. Student Activities events and building programs, including Campus Activities Board activities: March 1 reservation date.
3. Affiliated student organizations: April 1 reservation date.
4. Academic Departments and administrative units: April 15 reservation date.
5. Conferences and Camps sponsored by a University department, office, or unit: May 1 reservation date (see below).
6. Non-University Groups, Individual use by a University employee, or External Individuals: May 15 reservation date.

Conferences and Camps

(Including Summer Reservations)

Conferences and camps will be booked, up to two years in advance, based on availability.  Programs such as SOAR take priority over any camp or conference.  Camps and Conferences, including those affiliated with an academic or administrative department, will be billed at Tier 2 room use fees for the meeting rooms and spaces used during the event.  The room use fee is in addition to set-up, clean-up, equipment charges, and any other charges you may be responsible for as part of your reservation.  Non-University groups and individuals will continue to pay the Tier 3 room rental fees (see attached), as well as any other charges associated with their event.

Conferences during the academic year can be tentatively booked up to two years in advance, after the EUC staff have reviewed prior year usage and determined projected availability.  Tier 2 room rates will apply.  Student-focused events, including items in Groups 1, 2, and 3, will take priority over non-student conferences.

Non-Student Reservations Usage Fee

Academic Departments and Administrative units whose meetings are in progress at or begin after 5:00pm on a daily basis Sunday through Friday, when Fall and Spring semester classes are in session, will be billed a room usage fee based on the type of space, as outlined below:

• Meetings occurring in one of the pre-set meeting rooms: $20
• Meetings occurring in Claxton, Alexander or Kirkland rooms: $35
• Meetings occurring in Cone Ballroom or the Auditorium: $50

This room usage fee will be waived for Academic Departments and Administrative units where the meeting is hosted for, and attended by, fee-paying UNCG students.

Academic Departments, Administrative Units and Non-University groups and individuals may not use Affiliated Student Organizations to make reservations in an effort to avoid or reduce rental rates.  Users misrepresenting an event or affiliation in order to avoid fees.

View Elliott University Center Pricing

1. Reservations can be made in two different ways. You can access an online form
   (http://reservations.uncg.edu), or by visiting the Reservations Office in Room 221 of the Elliott University Center and completing the room request form. For the protection of all parties, VERBAL REQUEST WILL NOT BE ACCEPTED. The office will make every effort to respond to your request within five (5) business days. If you have not received any correspondence concerning your event at the end of this time period, please do not hesitate to contact the office at (336) 334-5378.
2. Your reservation has not been approved until you have received a confirmation notice from the Reservations Office. It is not advisable that you begin advertising your event until you have received this notice.
3. The Elliott University Center facilities may be reserved during regularly scheduled hours. Use of the facilities outside of these hours will result in a fee of $30 per hour for student organizations and Academic / Administrative units, and $50.00 per hour for all others. This fee is in addition to other charges that may be applicable. This fee is not pro-rated. Please note that the Elliott University Center operates under different hours during breaks, holidays, summers sessions, etc.
4. The reserved spaces are available approximately 30 minutes before the meeting unless scheduled differently as a result of conversation between this office and the reserving party. It is essential that all meetings / events terminate at the appointed times to facilitate the next meeting / event.
5. All meeting spaces are locked when not in use to protect the equipment that you have requested and to keep other groups from using the space that you have reserved. In order to gain access to the meeting space that you have reserved you should check in at the Elliott University Center Information Desk located on the first floor.
6. The Reservations Office must be notified of any room cancellation no later than two (2) business days before the meeting. Note: Failure to report a cancellation may result in charges or possible loss of Elliott University Center privileges.
7. All programs should be conducted in such a manner as not to produce excessive noise that may be disruptive to others.
8. Setup and equipment needs should be included when making the reservation. LAST MINUTE REQUEST FOR EQUIPMENT MAY NOT BE HONORED.
9. Storage space is not available. The Elliott University Center will not be responsible for any materials or equipment left in the building overnight, during breaks or after events. Any items left will be destroyed.
10. University Center employees must move the Elliott University Center furniture and equipment. The reserving organization will be charged for damages that occur when not following this policy.
11. CATERING POLICIES:
    • EUC Intent to Cater Application & Policy (PDF)
    • UNCG Off Campus Catering Terms & Conditions (PDF)
12. All decorations must be approved by the Reservations Office in advance, and preferably at the time of the reservation. The use of any combustible materials, including (among others) crepe paper, streamers, banners, leaves, trees, moss, hay, straw, etc., is prohibited. Decorations may not be attached in any manner to curtains, drapes, and furnishings, plaster walls, doors or windows. Glitter or confetti may not be utilized in decorating.Items may not be stapled, nailed, tacked or glued. Only drafting or painters tape or other non-destructive sticking materials may be used. Candles and open-flame devices may not be used for decorations. Live or cut greenery for decorating purposes is prohibited. In cases where decorations must be located in high places and a lift must be used to accomplish this; the Reservationist will contact Physical Plant for proper installation and removal.
13. Permission to serve beer and / or unfortified wine on a per-event basis requires and alcohol permission form. Please see the University policy for more details and instructions for completing this process.See Policies and Procedures for the Use of Alcoholic Beverages on Campus (II:C:001), available in the UNCG Policy Manual.
14. The Elliott University Center is not responsible for any losses or injuries suffered by any person as a result of a room reservation and / or activities sponsored by the reserving organization. These incidents should be reported to the staff of the Information Desk located on the first floor of the Elliott University Center.
15. The Elliott University Center is a smoke-free area. Any use of fire producing articles, i.e., candles, incense, matches, etc. is prohibited.
16. Use of firearms, illegal drugs and illegal gambling devices are not permitted at any time within the building.
17. It is expected that outstanding balances will be settled in a timely manner. Balances that are delinquent may result in a cancellation of current reservations and a loss of reserving privileges for future reservations.
18. Violations of the Elliott University Center policies may result in the loss of Elliott University Center privileges, or charges or both, whichever is appropriate.

Persons desiring to conduct merchandising activities in the Elliott University Center should be familiar with the Solicitation by Affiliated and Unaffiliated Groups Policy found at http://policy.uncg.edu/solicitation/.

1.  The merchandising activity must be closely related to the sponsors or co-sponsors primary purpose or departmental mission

2.  Merchandisers who are promoting their services will pay a flat fee of $75 for the first four hour block of time.  Each additional hour will be billed at $25 per hour.

3.  Merchandisers who are selling their products will pay a fee equal to 20% of their net sales.

4.  Student Merchandisers who are selling their products will pay a fee equal to 10% of their net sales.

5.  Merchandisers may obtain a Academic and Administrative Department On-Campus Merchandising Permit from the Office of Elliott University Center Administration, located in the Elliott University Center