Hyde Hall Event & Meeting Space Reservation Application

Hyde Hall Event & Meeting Space Reservation Application

by the Institute for the Arts and Humanities
Thank you for your interest in reserving space in Hyde Hall!

As of June 1, 2024, the IAH will begin accepting reservation requests for general events taking place in Fall 2024, and conferences taking place in Spring 2025.

The Institute will begin accepting request for general events taking place in Spring 2025 starting on November 1, 2024.

Hyde Hall rooms are primarily used year-round for faculty development programs and activities offered by the Institute for the Arts and Humanities. When available, Hyde Hall rooms may be used for activities related to our central mission.

The IAH will consider the following types of events:
- Faculty-focused arts, humanities, and interpretive social science events including, but not limited to, academic workshops, panels, lectures, conferences, and retreats.
- Donor events that support the arts, humanities, and interpretive social sciences.
- Special academic events held by IAH administrative partners.
The IAH will not consider the following types of events:
- Student-centric events.
- Staff-centric events.
- Individual faculty/staff celebrations.
- Events for organizations not affiliated with UNC-Chapel Hill.
Applicant Name*

First NameLast Name
Applicant Email*
example@unc.edu
Applicant Phone Number*
Please enter a valid phone number.

Will you be present at this event?*

Yes, I will be present.No, I will not be present.
On-site contact if you will not be present*

First NameLast Name
Email*
example@unc.edu
Phone Number*
Please enter a valid phone number.
Are you or the on-site contact an IAH Faculty Fellow or Academic Leadership Program Fellow?*

Yes - IAH Faculty FellowYes - IAH Academic Leadership Program FellowNo, I am not an IAH fellow.
Have you hosted another event in Hyde Hall this academic year? If so, what was the event?
Core Constituency & Administrative Partners Discount

Qualifying departments within the College of Arts and Sciences and select administrative units will be granted a discount of 50% off the room fee. For a specific list of qualifying units, please click here.
Which campus unit does this event belong to?*
Fine Arts & Humanities
Social Sciences & Global Programs
Fine Arts & Humanities Centers and Institutes
Social Science & Global Program Centers and Institutes
Administrative Partners
If your department is not listed, please write the name below:
Disclaimer:

Events must be submitted at least 4 weeks in advance of the desired event date. Events submitted less than 4 weeks out may not be approved if necessary university services are not available. Room reservations may be submitted within the Institute's open and closed windows:
June 1: Requests for Fall and Spring Graduation events
November 1: Requests for Spring and Summer events
Event Name*
Who is the target audience for your event?*

FacultyPublic (includes faculty, staff, students, and community)Private/invite only
What is the estimated number of attendees you expect? *
Please provide a detailed event description of the event. *
Failure to provide a detailed event description may negatively impact your application.
How does this event relate to the Institute's central mission of supporting faculty in the College of Arts and Sciences? *

Hyde Hall Available Inventory

The University Room is located on the first floor in Hyde Hall. Room rental includes 6-foot rectangle tables, 70-inch round tables, chairs, easels, and audio/visual equipment. In order to reserve this room, movers are required for the University Room which is an additional cost to the rental rate. The Institute does not provide movers for the setup of this event space. Food and drink are permitted.

The Incubator Room is located on the second floor of Hyde Hall. Room rental includes a large screen monitor, podium, 6-foot rectangle tables, chairs, easels, and floor-to-ceiling windows on two of the walls. This room does not have microphone or hybrid event capabilities. Food and drink are permitted.
What type of event are you planning?*

General Event - Requesting one or more event spaces on a single day in Hyde HallConference - Requesting one or more event spaces for multiple days in Hyde Hall
General Event - Which room(s) would you like to reserve?

University Room (1st Floor - $400.00)Incubator Room (2nd Floor - $300.00)
Conference - Which room(s) would you like to reserve?

University Room (1st Floor - $400.00)Incubator Room (2nd Floor - $300.00)
University Room Set-Up: How would you like the room to be set up? For photos of the room layouts, please visit our website: iah.unc.edu
NOTE: You will be required to book UNC Movers to setup the University Room for your event. Failure to do so will result in the loss of your reservation.
Incubator Room Set-Up: How would you like the room to be set up? For photos of the room layouts, please visit our website: iah.unc.edu
NOTE: UNC Movers are optional for the setup of the Incubator Room. Equipment setup is the responsibility of the department/unit if moving services are not requested.
Hyde Hall Event Setup Policy: UNC Movers

Movers are required for the setup of the University Room and are optional for the setup of the Incubator Room. Room layout options and room seating capacity are located on our website, under the "Room Rentals and Pricing" section.

Movers charge a $128.00 fee for moving services. Once you have reviewed, signed, and returned your Hyde Hall Room Rental Contract to the IAH Event Planner, you must submit a Move Request Form to request moving services from UNC Facilities. Move requests should be submitted at least 3 weeks prior to your event.

Applicants are required to be on-site to meet with movers to ensure that setups are completed properly. IAH staff is not available to meet with movers, caterers, and/or rental companies. If you need assistance completing the form or would like to make changes to your Move Request Form, please email the Administrative Assistant/Moving Crew Coordinator, Nancy Burton, at nburton@fac.unc.edu or call (919) 962-6586.

Once you have coordinated moving services, you must email a confirmation of your schedule move date/time to the Institute at iah@unc.edu.
I understand that I am required to book UNC Movers to setup the University Room for my event in Hyde Hall.*

Yes, I have read and understand the policy, and will submit the required Move Request form.

Hyde Hall Food & Beverages Policy

From 8:00 a.m. – 5:00 p.m. Monday through Friday, food and beverages should only be served in the room that has been reserved for an event. Special requests for other accommodations including permitting use of food in common areas of Hyde Hall must be made at time of reservation for consideration.

All food and beverages should be prepared offsite before arriving at Hyde Hall. Hyde Hall’s kitchen appliances, equipment and other materials are not permitted for external events unless granted prior approval by the IAH.

If your event requires full-service catering and use of kitchen appliances (kitchen stoves or ovens requiring a chef) please email the IAH (iah@unc.edu) at least two weeks before your event to request approval before confirming catering services.
Will food and beverages be served at this event?*

YesNo
Do you plan to serve alcohol at this event?*

YesNo
Alcohol Policy

Any events that will have alcohol in Hyde Hall must be in accordance with the UNC Alcohol Policy. Alcohol cannot be served on campus until after 5:00pm and must be served by a professional bartender. Self-service of alcohol is not permitted on campus. In order to serve alcohol on campus, you must submit an Alcohol Request Form to the UNC Provost Office for approval.

Please review the guidelines outlined in the UNC Alcohol Policy. After receiving approval you will need to forward confirmation to the IAH at iah@unc.edu. If you fail to submit this form, will not be permitted to serve alcohol at your event. Disregard of this policy will result in loss of reservation privelleages for you and your department.
I have read and understand the UNC Alcohol Policy, and will submit an Alcohol Request Form to the provost office.*

Yes, I have read and understand the policy, and will submit the Alcohol Request form.

Billing Contact Information*

First NameLast Name
Email*
example@unc.edu
Phone Number*
Please enter a valid phone number.
Campus Box Number*
Please provide any additional information that you'd like the Institute to know about your event:
Please provide your UNC Chartfield String information below: *
Please upload any supporting documents for your event:

Cancelof

You're almost done! Here are the next steps:

After we have approved your reservation application, you will receive a contract.
Please sign and email the contract to the IAH Event Planner. If you do not sign and return your contract within 7 days of receiving it, your reservation will be released without notice.

UNC Security request must be submitted at least 4 weeks prior to your event. Security is required for a minimum of 4 hours for events lasting past 4:30 p.m. on weekdays and a minimum of 8 hours on Saturday. If services are unavailable, we will not be able to host your event in Hyde Hall. The IAH will send instructions for booking security with your contract.

If you plan to serve alcohol at your event, please make sure that you have included this information in your application and that you submit an Alcohol Request form to the UNC Provost office. You are required to notify the IAH of approval or rejection of this application via email at iah@unc.edu

UNC Movers requests should be submitted at least 3 weeks in advance of the scheduled event. The IAH will send you a direct link to request moving services with your contract. If you have any additional questions or concerns or would like to schedule a walkthrough of your event space, please contact the IAH.

Note: If you did not receive an e-mail with the subject line "We have recieved your response for the Hyde Hall Event & Meeting Space Reservation Application" within 30 minutes of submitting this form, please re-submit the form.

Failure to comply with the outlined policies will result in the loss of your reservation.
I have read and understand the required policies associated with my reservation request.*

Yes, I understand the required policies for reserving space in Hyde Hall.
Should be Empty:

Hyde Hall Event & Meeting Space Reservation Application

Core Constituency & Administrative Partners Discount

Disclaimer:

Hyde Hall Available Inventory

Hyde Hall Event Setup Policy: UNC Movers

Once you have coordinated moving services, you must email a confirmation of your schedule move date/time to the Institute at iah@unc.edu.

Hyde Hall Security Policy

Once you have coordinated security services, you must email a confirmation of your scheduled service time to the Institute at iah@unc.edu.

Technical Support

IAH Staff does not provide technical support on event day.

IAH Event Sponsorships

Hyde Hall Food & Beverages Policy

Alcohol Policy

You're almost done! Here are the next steps:

Failure to comply with the outlined policies will result in the loss of your reservation.