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, submit a valid 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. A member of the representative unit or department is required to be on-site and is responsible for the full duration of the event, including the setup and cleanup of the spaces.
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: 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, submit a valid 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. A member of the representative unit or department is required to be on-site and is responsible for the full duration of the event, including the setup and cleanup of the spaces.
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. Requests must be submitted a minimum of 30 days before the event to be considered. Events will be booked on a first-come basis. Rooms reserved for multiple day events will be charged the room fee for each day of the reservation.
Academic Year Operating Hours:
Summer Session Operating Hours:
The JCUE may accommodate events outside of normal operating hours based on approval. Events scheduled outside normal operating hours will require onsite security provided by DPS. DPS requires 1 month's notice to schedule and 2 weeks' notice to cancel security. The minimum service fee is $96. 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 cancelled 2 weeks before your event, you will be charged for scheduled services. Events may be cancelled if a guard is not available.
Delivery, setup, breakdown, and pick-up dates and times of event-related items (catering, rentals, linens, florals, décor, a/v, etc) must occur within the Client’s blocked rental timeframe. The Client is responsible for supervising all vendors for load-in and load-out. All event-related materials must be removed from the property immediately following the event.
All event details must be finalized in writing to the JCUE events manager 1 week before the event date. Changes requested within 7 days of the event event may not be accommodated and are at the discretion of the JCUE events manager.
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 in Graham Memorial are controlled by the Registrar Monday-Thursday until 6:00pm and Fridays until 4:00pm. You can check classroom availability on 25Live. All GM 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 the general purpose classrooms and GM-039. 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.
Your full list of vendors requiring building access is due 2 weeks before the event. Please schedule all deliveries and pickups of event related items (catering, rentals, linens, florals, a/v, tenting, etc) to occur within your blocked rental timeframe. Applicants are responsible for meeting all outside vendors for load-in and load-out.
JCUE staff are not responsible for checking in rentals, and 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.