Campus Life Space Requests:
Utilizing the Campus
Reservation System (CRS)
https://events.uncw.edu/virtualemscampus/
Student Organization Requests

All UNCW registered student organization space requests should be submitted by the
reservation delegate through the Campus Reservation System (CRS).

Each registered student organization is allowed two reservation delegates, who will be
responsible for all reservation requests and event communications.

In order to request space, your delegate status must be reflected on SeaOrg.

New reservation delegates should email our office at [email protected] to
request a CRS user account and include the delegate name, phone number, email address
and name of the student organization.

If all delegates are new or changed, please request that the existing reservations for your
student organization be adjusted to reflect a new delegate as the event contact.
From the UNCW Homepage
http://uncw.edu
 http://uncw.edu/events/
 https://events.uncw.edu/virtualemscampus/

Reservation Status

Web request
◦ Status at the time of the submittal of request

Tentative
◦ Status when you receive email with attached Facility
Use Agreement

Confirmed
◦ Status when you sign and return Facility Use
Agreement to RESO
Common Setups
Audio Packages
Depending on your technical needs and room choice, there are a number of different
audio packages available. These packages do not include labor nor input equipment
though technician staffing is required with use of these items. These packages are not
all-inclusive, but do cover your basic sound reinforcement, cabling and mixing gear.
Meeting Room Package
 Ballroom Package
 Amphitheater Package
 Amphitheater Background Music
 Concert Package

Check Space Availability
Upcoming Events
How to find space and events
CL Requests: Things To Remember

Allow 2 business days for your request to be processed.

By submitting a request online the space will be tentatively held until you return a signed
facility use agreement. If you do not sign and return your agreement within 5 business days
of the event, your event may be cancelled.

Some rooms have a setup and breakdown time incorporated into their information. When
you browse for availability, although a space may appear to be vacant, setup and breakdown
times might prevent you from reserving that specific room.

Due to scheduling, technical needs should be requested at least seven days in advance.
*additional fees may be encumbered so plan ahead.

Some rooms have static setups, meaning the furniture is not to be moved. Familiarize
yourself with these spaces to avoid unnecessary fees (listed online in the terms and
conditions)
Dates to Submit
Tier
Group Description
I
Governing Student Body Organizations (SGA, ACE,
CCB, GSA, IFC, NPHC, NPC, RHA, Sport Club
Council, Student Media Board)
II
Registered Student Organizations and University
Departments
III
University-Sponsored Guests
Summer 2015 Events:
May 10-Aug 18
Fall 2015 Events:
Aug 19 - Dec 22
Request Window:
Wed, Jan 28 – Tues, Feb 3
Request Window:
Mon, Mar 2 – Fri, Mar 6
Requests Accepted Online:
Tues, Feb 10
Requests Accepted Online:
Fri, Mar 13
Requests Accepted Online:
Tues, Feb 17
Requests Accepted Online:
Wed, Mar 18
CL Policies at a Glance
Recurring Reservations:
Campus Life space is available for the entire University community to share. To provide
availability for other campus constituents and programs, please note:

Reservation requests should be limited to three days per week and may not
exceed four hours per booking.

No more than a total of 12 hours may be reserved per week by any one
organization or program.
Solicitation Tables:
Campus Life solicitation tables are located in the Fisher Student Center lobby, Fisher
University Union lobby, the Courtyard and at the Randall Library entrance.

Only one solicitation table per program/group may be reserved per day.

Tables should be reserved no more than three consecutive dates in a week.

Solicitation tables must be staffed at all times. Literature left on the table without
staffing present will be removed.
Resources & University Policies

All events and reservations must be in
accordance with the rules and regulations found:
University Facility Use Policy, Student Code of
Conduct and the Dance Policy (Item VII-3)

Requests for non-Campus Life spaces, please
contact the appropriate Reserving Offices

Additional Resources:
Advance Reservation Request; Campus Life
FAQs; Event Planning Guide; Facility Fee Waiver
Request form; Fundraisers; Pricing structures
(Group 1 v. Group 2)
Facilities Misuse Policy
In order for student organizations to continue to enjoy the privilege of using campus space,
organizations will be held to the University’s facility policies which includes, but are not limited,
the following expectations:






leave meeting space in the same condition found , including moving furniture back into its
original place
remove any additional trash from the facility (especially large items such as pizza boxes)
only use sections of the facility that have been reserved by the organization
immediately report any incident(s) or damage(s) to the appropriate reservations office,
whether caused by the organization or not
a UNCW student member from the sponsoring student organization must be present at
all times during the time of the event
student organizations are required to inform the appropriate reservations office should
an event, meeting, etc. be canceled at least 2 business days before the event date.
Student organizations that fail to uphold the University’s facility policies may be subject to
penalty which include, but not limited to:
 loss of reservation privileges
 charges for damage, clean-up, etc.
Accounts & Billing

To confirm a reservation, a
signed facility use agreement
must be returned to our
office. The signed agreement
should always include your
organization’s account code
or fund number.

Those organizations without
an on-campus account will
need to fill out and submit
this form to the Controller’s
Office in order to receive an
850 number used for billing
external accounts.
If you have questions, contact the Campus Life Reservation & Event Services
Office by visiting us in the Fisher University Union, Suite 2041; by phone at 910962-4150; or by email at [email protected].