Hyde Hall Event & Meeting Space Reservation Application

Thank you for your interest in reserving space in Hyde Hall!
Please review this information BEFORE completing the application.

Beginning July 1, 2025, the Institute will begin accepting requests for general events or conferences taking place during the 2025-26 academic year. 

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 of empowering and supporting UNC Faculty.

NOTE: Hyde Hall is not available for reservation on Sundays.

The IAH will only consider the following types of events:

• Faculty-focused arts, humanities, and interpretive social science events or meetings 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 or meetings held by IAH administrative partners.
• Faculty writing groups (Leadership Library or Incubator Room only - no fee)
• IAH Cohort gatherings (Incubator Room only - no fee)

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.

All reservation requests must be submitted at least 4 weeks in advance of your desired event date to be considered for approval. Failure to adhere to this policy may result in immediate application rejection.

NOTE:

The Institute will direct all communications to the applicant/event lead upon reservation approval. If you are applying for reservation for a faculty member in your department, please enter their information in this area. Any administrative support staff, graduate teaching assistants, or other support roles should NOT be the primary applicant, as they are not the event lead.

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.

Hyde Hall Available Inventory

The University Room is located on the first floor in Hyde Hall. Room rental includes access to 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. Food and drink are permitted.

Please note that your reservation is only valid for the specific room you request. The Hyde Hall kitchen, lobby, Fellows Room and any other locations in Hyde Hall are not available for reservation or to be used during your event.

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 $140.00 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.

Hyde Hall Security Policy

The Institute does not book security services for events reserved in Hyde Hall. Booking services is the responsibility of the reserving party. Please make sure to review the important policy information below.

Security Services MUST be booked at least 4 weeks in advance of your event. If your event requires Security and their services are unavailable, we will be unable to confirm your reservation or host your event in Hyde Hall. If security services are not canceled 2 weeks before your event, you may be charged for scheduled services.

Security is required for a minimum of 4 hours for events that will last past 4:30 p.m. Monday through Friday. Security must be booked for a minimum of 8 hours for events held during the weekends. The rate for Security is $22.91 per hour. This includes an administrative fee of 10% by UNC Security based on the total cost of the hours of service for your event. This will be direct billed from UNC Security to your department via Charfield String.

If you need assistance completing your request or would like to make changes to your Security Request, please email Security Supervisor Paul Hering, at phering@unc.edu or call (919) 962-5416.

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

ITS Classroom Hotline provides technical support to UNC faculty using the University Room (Room #109) and the Incubator Room (Room #203).

Technical support is provided Mon. - Fri., from 7:30 a.m. to 5:00 p.m. Limited support is provided Mon. - Fri., from 5:00 p.m. to 9:00 p.m. Please call 919-962-6702 for technical assistance.

ITS Classroom Hotline does not provide additional audio/visual equipment. Requests for additional audio/visual equipment must be included in this application.

IAH Staff does not provide technical support on event day.

IAH Event Promotion and Sponsorships

The Institute invites faculty to apply for sponsorship of an event that supports the UNC faculty community and the mission of the IAH, particularly with an emphasis on arts and humanities.

We accept and review applications on a rolling basis and respond within a month of submission. Our funds are limited and traditionally we have funded proposals in the range of $200–$2,500.

The Institute will also amplify any public event sponsored by the Institute on the IAH website and social channels, provided that the event organizer delivers an event brief including graphics and event details and description. This information must be filled out at least three weeks before an event.

Apply for sponsorship here and apply for promotion here. 

If you have any questions regarding event sponsorships or promotion, please contact IAH Program Administrator Silas Webb at slwebb@email.unc.edu or IAH Programmatic Communicator Lila Davidson at liladavi@email.unc.edu. 

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.

NOTE: Failure to provide a chartfield string in your application will result in immediate rejection. Please do not continue the application unless you have the required chartfield string for processing. If your event has recieved sponsorship from the Institute, please enter N/A in the required chartfield string fields. This will be confirmed upon submission. 

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

After we have approved your reservation application, you will receive a contract and information about booking the required services.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.