Graham Memorial Event Request Form
Deadlines:
Please Note:
Student Groups:
Only an official University admin unit or academic department may rent space in Graham Memorial on behalf of a student organization. The representative unit or department must complete this reservation request form, provide a chartfield string for billing, and sign the resulting rental agreement. Student organizations may pay the final invoice with a check out of their organization's funds, and the representative unit or department would be responsible for anything not covered by the student organization.
Priority and emphasis will be given to events supported by Honors Carolina followed by official University departments, curricula, and administrative units that involve UNC undergraduates and support the University’s undergraduate instructional mission.
Important: Student organizations may only reserve space in Graham Memorial for events that are represented by an official University admin unit or academic department. The representative unit or department must complete the reservation request form, provide a chartfield string for billing, and sign the resulting rental agreement. Student organizations may pay the final invoice with a check out of their organization's funds, and the representative unit or department would be responsible for anything not covered by the student organization.
If the above unit chooses to sponsor events where more than 50% of the attendees are not undergraduates at UNC-Chapel Hill and/or where the event is not in large part related to the undergraduate instructional mission of the University as determined by the director, then the fee schedule shall apply.
To check room availability, please email gmevents@unc.edu. Due to limited staffing, multiple events in the same room on the same day may not be accommodated.
Academic Year Normal Operating Hours:
Summer Session Normal Operating Hours:
The JCUE will accommodate events outside of normal operating hours based on approval. Events scheduled past 4:30 PM Mon-Fri or anytime on weekends will require onsite security provided by DPS. The minimum service fee is $70. DPS requires 3 weeks' notice to schedule and 2 weeks' notice to cancel security. We will book security on your behalf, and the fee will be added to your final room reservation invoice. We are unable to accommodate event requests that do not meet this deadline. If your event changes and security services are not canceled 2 weeks before your event, you will be charged for scheduled services. Events may be cancelled if a guard is not available.
DO NOT PLAN TO LEAVE YOUR EVENT BEFORE CLEANUP IS COMPLETE.
Violation of this policy will result in a $50 fine (or higher based on room condition) and possible revocation of catering and/or rental privileges.
When selecting your room, please make sure your anticipated number of attendees will fit comfortably.
Classrooms:GM 035 > max capacity: 30
GM 038 > max capacity: 26
GM 210 > max capacity: 24
GM 212 > max capacity: 18
GM 213 > max capacity: 25
Event Spaces:GM 011 > max capacity: 16
GM 039 > max capacity: 30/72/100
GM Lounge > max capacity: 125/180
GM Terrace > max capacity: 300
GM Front Porch (by special permission)
* Classrooms in Graham Memorial are controlled by the Registrar Monday-Thursday until 6:00pm and Fridays until 4:00pm. Please submit your request in 25Live to reserve during these hours. All classrooms are equipped for hyflex teaching.
** The Grauer Living Room and the Lounge do not have any built-in technology. Furniture in these rooms may only be moved under direct supervision of facility staff. Moving furniture on your own may result in a policy violation fine, a bill for damage to the facility, and/or possible revocation of rental privileges. If furniture relocation is necessary for an event in the Lounge, the building manager will arrange the service with DeHaven's Commercial Movers, and the client is responsible for direct billing.
*** The kitchen is reserved on a first come basis. We will not accept overlapping requests. The kitchen may only be used by licensed, bonded caterers. It is not available for events, classes, or meetings unless you hire a caterer to do the food prep/cooking for you.
The first event booked each day in GM 039 will get their choice of room layout. Any subsequently booked event on the same day will need to accept the same room layout.
Our facilities team will provide a room layout for approval on the Outlook calendar reservation and set GM 039 accordingly when using facility tables and chairs. We, however, do not coordinate rentals nor do we perform setup/breakdown of rental equipment.
Pending availability we can provide 9 x 60”rd tables and 100 chairs for GM 039 only. We may also have up to 12 x 6ft tables available. Inventory for events outside GM 039 may be limited or unavailable. A Meeting-U layout for 29 will use ALL the facility tables with none left over for food/drink stations. Please plan accordingly.
Classroom Hotline provides hands-on training for faculty, staff, and students using the technology in these rooms. Should you wish to schedule a live demo prior to your event, please contact them directly online at hotline.unc.edu, by email at hotline@unc.edu, or by phone at 919-962-6702. The JCUE staff is not responsible for training prior to or trouble-shooting during an event.
Please schedule deliveries and pickups of all event related items (catering, rentals, linens, florals, a/v, etc) to occur on the date of your reservation within your blocked rental timeframe. Applicants are responsible for meeting all outside vendors for load-in and load-out.
We do not offer overnight storage in Graham Memorial. If you do not remove event-related items from the building immediately following your event, you will be assigned a $50 fine (or higher based on room condition) and face possible revocation of catering and/or rental privileges.
A 10% fee is assessed on any food and drink served in Graham Memorial. Please submit your grocery receipts and/or catering invoice immediately following the event. If you cannot supply a receipt for the food and drinks consumed (as in the case of potlucks, or 'bring your own lunch'), a minimum $50 (or $2 per person, whichever is greater) catering fee will be added to your final invoice. If you plan to offer alchohol at your event, only licensed and insured professional bartenders may serve it. No self service is permitted.
Reminder: Food and drink are not permitted in classrooms. Failure to follow this policy will result in a minimum $50 fine and face possible revocation of rental priviledges.
A method of payment is required for liability and billing purposes. Departments/organizations using Graham Memorial assume all liability associated with their event and agree to reimburse the JCUE for any/all damages associated with the event.
Note: Submission of this form does not constitute a confirmed reservation.