Event Use, Alcohol Use, and Event Cancellation Policies

Thank you for your interest in hosting your event at the Johnston Center. Please review the below policies before submitting your reservation request form.

Policies

• Event Use Policy
• Alcohol Use Policy
• Event Cancellation Policy

Event Use Policy

The James M. Johnston Center for Undergraduate Excellence

Graham Memorial Building, which opened in 1931 as Carolina’s first Student Union, has been renovated to house the James M. Johnston Center for Undergraduate Excellence (JCUE). Described by its planning committee as a “democracy of learning,” the Center’s mission is to lead a renaissance in undergraduate education at Carolina. The Center features:

• Three (3) seminar rooms and two (2) classrooms equipped with the latest in teaching technology. Capacity: 18-30. Training for faculty interested in utilizing the classroom technology is available through ITS Classroom Hotline.
• A common room for lectures, films, symposia, meals and other events (with an attached catering kitchen). Capacity: 72 seated for dinner or 100 seated theater-style.
• A living room/dining room for small groups of 12-16 (with a gas fireplace and attached catering kitchen).
• A large, formal lounge with attached terrace, two gas fireplaces, and a grand piano. (The lounge and terrace are public spaces open to the community and may be reserved during weekday business hours only under special circumstances and at the discretion of the Graham Memorial Events Manager.)

General Considerations

Official University departments, curricula, other administrative units, and registered student organizations represented by an official University admin unit or academic department may reserve event or classroom space in Graham Memorial. Non-University organizations will be considered on a case-by-case basis. In all cases, however, priority and emphasis will be given to uses that involve UNC undergraduates and the University’s undergraduate instructional mission. The JCUE will not consider weddings or wedding-related events, dances, or Greek Life socials. The Center’s director will make final determination about the use of the Center. Event space availability is not shared on 25Live. Please reach out to the Events Manager to discuss available dates.

Top priority for use of all rooms will be given to those units administered by Honors Carolina. These include:

• Honors Carolina
• Burch Programs and Honors Study Abroad
• The Office of Distinguished Scholarships
• The Will Froelich Honors Fellowship Program

Reservations

Classroom reservations for undergraduate courses are coordinated by the scheduling officers in individual academic units. Faculty who are interested in teaching in Graham Memorial should communicate that preference to their department or curriculum managers during the normal process of course scheduling.

Reservations for other uses by qualified groups will be handled on a first-come, first-served basis. Reservation requests for events outside of normal operating hours are based on approval and require a minimum of one month’s advance notice. Failure to adhere to this policy may result in immediate application rejection. The kitchen is reserved on a first-come basis, and overlapping requests will not be accepted. The kitchen may only be used by licensed, bonded caterers. It is not available for events, classes, or meetings unless the Client has hired a caterer to do the cooking.

Complete the Reservation Request Form to request the use of a classroom or event space.

Neither submission of this form nor the subsequent email receipt constitutes a confirmed reservation. Clients requesting event space in Graham Memorial may be required to attend a consultation meeting, as well as review and sign a contract outlining the event details and the client’s agreement to the Event Use, Alcohol Use, and Event Cancellation Policies. If a contract is required your event is not confirmed until the contract is signed and returned within 3 business days.

Hours of Operation

Normal operating hours during the Fall and Spring semesters are 7:30 a.m. to 9:00 p.m. Monday through Thursday and 7:30 a.m. to 4:30 p.m. on Friday. The Center is closed on Saturday and Sunday. During the summer, the Center operates from 8:00 a.m. to 4:30 p.m. Monday through Friday.

Security Fee

Reservation requests for events outside of normal operating hours are based on approval and require a minimum of one month’s advance notice. All weekend and after hours events are dependent upon DPS providing on-site security. Events may be cancelled if a guard is not available.

Should special arrangements for security be made for your event, the actual cost will appear as a line item on your final rental invoice. The security fee is $24/hour with a 4-hour minimum. The guard is scheduled to arrive 30-minutes before the Client to unlock the building and open all reserved spaces. During the event, the guard may be located at their station desk in the main lobby when not on patrol. The guard’s shift extends until 30-minutes after the Client, guests, and vendors exit, so they may perform a final patrol and secure the facility. Events spanning more than 8 hours may experience a shift change for the guard. Changes to these arrangements require one month’s advance notice.

For questions or issues during normal operating hours, please communicate with the Events Manager (GM 112), the Graham Memorial custodian (GM 110), or the Honors Carolina administration (GM 225) for assistance.

Access

Access to reserved event spaces and classrooms is restricted to the approved timeline on the signed rental agreement. Arriving earlier or staying later than the approved timeline may incur additional fees or loss of access to the event spaces. Delivery, setup, breakdown, and pickup dates and times of event-related items (catering, rentals, florals, décor, A/V, etc) must all occur within the Client’s blocked rental timeframe. The Client is responsible for supervising all vendors for load-in and load-out and making sure that event attendees and vendors are respectful of building residents, classes, and other concurrent facility events.

The full list of vendors requiring building access is due two weeks (10 business days) before the event. If a vendor is new to Graham Memorial or is not listed on our preferred vendors list, they must arrange a site visit at least 1 week (5 business days) ahead of the event to go over the policies and procedures of working in the building.

All details of confirmed events must be finalized in writing to the Graham Memorial Events Manager 2 weeks (10 business days) before the event date. Changes requested within 1 week (5 business days) of the event may or may not be accommodated and are at the discretion of the Events Manager.

Charges & Invoicing

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 Honors Carolina for any/all damages associated with the event. Official University departments, curricula, other administrative units, and registered student organizations may request the waiver of rental fees for events directly related to Undergraduate educational instruction only. These units will, however, be responsible for the costs of extra cleaning, catering, security, and/or damage to the facilities they have used.

If the above units choose 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 below shall apply. This fee schedule shall also apply to non-University events that have been approved by the Center’s director.

Rooms booked for multiple day events will be charged the room fee for each day of the reservation, plus any days the rooms are taken offline for rental delivery/pickup or other event maintenance. Weekend events, early morning events, and large events may require the Client pay for one or more additional rental days for setup, breakdown, and cleaning. All charges are considered estimates and will be itemized on the rental agreement that the Client signs. Any changes made after the rental agreement is signed may impact final costs. The Client will pay for actual costs due.

You will be invoiced upon the completion of your event. Billing for any charges may occur in the following month. Please provide all catering or other food receipts promptly. You will receive a copy of the invoice that is submitted to billing. Student groups have 30 days from receipt of the invoice to deliver full payment. Otherwise, the adminitrative or departmental unit that reserved on their behalf will be responsible for the full amount. Acceptable forms of payment are cash, check, and chartfield string. We do NOT accept credit/debit cards, or other electronic forms of payment, like Venmo, Zelle, or Apple Pay. Should Graham Memorial be forced to close due to inclement weather or other unforeseen circumstances, the Client will not be charged a cancellation fee and will be given the option to reschedule the event.

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 the Reservation Request Form, submit a valid chartfield string for billing, sign the resulting rental agreement, and provide the contact info of a representative that will be onsite and responsible for the full duration of the event. Student organizations will have 30 days from receipt of the final invoice to pay with a check out of their organization’s funds, and the representative unit or department is responsible for anything past due or 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 setup and cleanup of the spaces.

Fee Schedule

For non-instructional uses per day (Capacity)

• Seminar rooms: $50.00. GM 210 (24), GM 212 (18), GM 213 (25)
• Ground-Level classrooms: $75.00. GM 035 (30), GM 038 (26)
• Commons Room: $350.00. GM 039 (72 for dinner, 100 theater-style)
• Living Room/Dining Room: $75.00. GM 011 (12-16)
• Lounge: $400. GM 109 (180).
• Lounge and terrace: $500.00.
• Terrace only: $200.00. (300).
• Security: $24/hour ($96 / 4-hour minimum).
• Cancellation/No-show: $75 plus security fees.
• Cleaning: $50 standard, but may be higher based on room condition.

Cleaning & Damages

Clean-up is the Client’s responsibility. DO NOT plan to leave your event before clean-up is complete. If you serve food at your event, or if the event is catered and clean-up is not included in the catering contract, clean-up is your responsibility. Event spaces must be returned to their original condition and layout, and all trash should be placed in the Morehead Visitor’s Parking lot dumpster. The Client’s assistance in helping to maintain the Graham Memorial events spaces, classrooms, and kitchen is greatly appreciated. Housekeeping services end at 4:30 p.m. on weekdays and are unavailable on weekends. Cleaning supplies will be provided for the Client to address any cleaning needs outside of housekeeping service hours. If there is a spill or damage to the property that occurs during your event and it cannot be cleaned or fixed with the products at hand, please notify Graham Memorial housekeeping or the security guard on duty IMMEDIATELY. No rentals, linens, florals, décor, or other event-related items may remain on the premises when the event is over. We do not offer overnight storage. (Exceptions may be made for multi-day events spanning back-to-back dates with prior approval, however all event-related items must be removed immediately following the event on its last day.) Moving the items to the Terrace or outside the doors for late night or next day vendor pickup is not in compliance without prior approval of the Graham Memorial Events Manager.

The Events Manager will inspect the event spaces/catering kitchen before the next event to check for cleanliness and ensure no damage has occurred. The Client is responsible for any loss or damage, except for normal wear and tear including, but not limited to: furnishings and equipment, damage to walls, doors, floors, ceilings, marker boards or other meeting room amenities, and shall bear the full repair or replacement cost for such loss or damage as deemed necessary by the Center Director. Unless otherwise directed, the event spaces must be placed back in the condition they were prior to use by the Client. Any replacement costs for loss or damages will be assessed to the Client and may be a direct bill separate from the final rental invoice. Any cleanup fees will be assessed to the Client and may appear as a separate line item on the final rental invoice. Violation of this cleaning policy will result in a $50 fine (or higher based on event space condition) and possible revocation of catering and/or rental privileges.

Food/Drink & Catering Kitchen

Food and drink are permitted in all event spaces. Food and open drink containers are not permitted in the classrooms (GM 035, 038, 210, 212, 213). The kitchen is reserved on a first-come basis, and overlapping requests will not be accepted. The kitchen may only be used by licensed, bonded caterers. It is not available for events, classes, or meetings unless the Client has hired a caterer to do the cooking. The JCUE can provide a list of Preferred Vendors that have worked in Graham Memorial with success. The Client is permitted, however, to bring in any caterer of their choice. If the caterer does not appear on the Preverred Vendors list, then they must make an appointment for a walk though of the event spaces no later than one week before the event. A 10% fee will be assessed on the total catering and/or grocery bill. If you cannot supply a receipt for the food and drink (as in the case of potlucks), a minimum $50 (or $2 per person per meal, whichever is greater) catering fee will be added to your final invoice. This fee is to be paid to the Johnston Center in order to provide funds for cleaning and upkeep of catering facilities and other public spaces. Events utilizing the catering kitchen, clients will agree to the Kitchen Use Policy posted on the kitchen doors.

Rentals & Facility Equipment

The Events Manager may provide a room layout for Client review on the Outlook calendar reservation, and, when appropriate, housekeeping will set interior facility tables and chairs accordingly. Graham Memorial staff do not coordinate rentals on behalf of clients, nor do they perform setup/moving/breakdown of rental equipment. All non-facility chairs, tables, place settings, linens, flowers, staging, A/V, etc. are the sole responsibility of the Client. Graham Memorial does not provide décor, linens, additional lighting, tenting, extension cords, portable projectors/screens, or equipment of any kind unless previously agreed upon.

The Client is liable for all damage to floors, walls, and window/door frames that occur because of misuse by any person or activity associated with the event. The floors of Graham Memorial must be protected by 1) covering the feet of chairs, tables, and bottoms of other décor with felt, 2) using rubber mats and plastic sheeting to prevent spills, scratches, and condensation damage, 3) carrying or rolling, rather than dragging, large equipment cases and food carts, and 4) making sure shoes are dry and free of dirt and debris before entering the building. Dance floors must be rented and utilized if there will be dancing of any kind, and all tables and chairs must have felt pads on their feet to protect the original Lounge hardwood floors. Anchoring tents, canopies or other allowed structures must be accomplished with sandbags or in another noninvasive manner. This includes temporary structures that may be erected in parking lots as part of an approved event. The Fire Marshall may require an inspection of any tenting ahead of the event.

The rooms of Graham Memorial must be left as you found them. No furnishings, rugs, lighting, or decor may be moved or removed from a space except with the express permission of the Graham Memorial Events Manager and performed under direct supervision of facility staff. The Terrace furniture may not be moved inside or off of the Terrace. Likewise, Lounge or other indoor chairs/furniture may not be moved outside or away from their respective rooms. The Client is liable for all damage to furnishings, walls, ceiling, floor, doors, windows, window and/or doorframes, any part of the permanent physical structure of Graham Memorial, or persons that result from moving said pieces. Moving furniture without the permission of facility staff may result in a $50 policy violation fine (or higher based on event space condition), a bill for damage to the facility, and/or possible revocation of vendor or rental privileges. Furniture relocation is costly and should be discussed prior to submitting the Reservation Request Form. We are happy to request a quote for services on your behalf. Should special arrangements for furniture relocation be made for your event, facility staff will oversee the process, and the actual cost will be direct billed to the Client.

GM 039 is used for seminars Mon-Thu and will utilize a round table layout. Events following seminars Mon-Thu must adopt the same layout. Alternate layouts may be available for Friday and weekend events by special permission. There are 12 x 6ft tables available for event use throughout the buiding. GM 039 has 9 x 60” round tables and 100 chairs that may be used in that space alone. The Terrace has 13 metal café tables and 56 chairs. It is the Client’s responsibility to secure the appropriate support and equipment necessary to host a successful event.

Decorations

Decorations must be approved by the Events Manager. The use of adhesive glue, wires, nails, screws, tacks, clamps, tape, adhesive, or any sticky materials, and/or staples may not be used to cover, alter, hang, or penetrate any existing windows, woodwork, doors, walls, ceiling, floor, or any part of the permanent structure of Graham Memorial. All decorations must be placed and removed without leaving damage. Candles are only permitted if contained in proper globes, cylinders, floating, or votives. No open flames are allowed. Sterno are permitted so long as they are closely monitored and disposed of safely. Site prohibitions include, but are not limited to: fireworks, smoke or fog machines, paint, stain, ink, dye, permanent films, combustible materials, glitter, tinsel, confetti, rice, silly string, birdseed, or flower petals (real or fake) may not be used on the ground indoors or outdoors. If you use feather boas, clean up all feathers immediately following the event. Helium balloons must be properly weighted and secured. All decorations and florals are to be removed immediately following the event.

Prohibited Items & Activities

No wood burning fires may be lit in the fireplaces; Graham Memorial housekeeping may light the gas logs upon request; the Client, vendors, and guests are prohibited from ascending or taking off within or upon the property any airplane, flying machine (including drones, UAS, quadcopters), balloon, parachute, glider, hang glider, or other apparatus for aviation; all facilities associated with this policy are Tobacco Free. Tobacco use, including smoking, chewing or the use of e-cigarettes on university grounds and associated parking areas is prohibited; all illegal drugs and any other illegal substances; illegal gambling; weapons of any kind except by civil and military law enforcement officers in the execution of their duties (including off duty officers as may be necessary to comply with this Policy); animals of any kind, except service animals or those associated with a university-sponsored program; the use of profanity, offensive language and profane gestures, fighting or other assaultive behavior; propane is not permitted to be stored on site and must be delivered/removed on the day of the event.

Alcohol

Events that involve the serving of alcoholic beverages will be governed by the Johnston Center for Undergraduate Excellence’s Alcohol Use Policy. Graham Memorial is not an approved facility on University property for the sale of alcoholic beverages. (N.C. Gen. Stat. §18B-1006(a).

Parking

The Client, their vendors and guests are responsible for complying with any onsite parking regulations. The Client shall assume all costs and responsibilities with securing adequate parking.

Technology

ITS 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 at hotline.unc.edu, hotline@unc.edu, or (919) 962-6702. 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 or use the wall phone in GM 039 or general purpose classroom. ITS Classroom Hotline does not provide additional audio/visual equipment. The Graham Memorial staff are not responsible for training prior to or providing technical support during an event. There is no built-in technology in the Lounge or GM 011. For the Lounge, we can supply a podium, 2 wireless microphones, and a speaker. Directions to connect to the speaker via bluetooth are posted on the speaker base. For GM 011, we can provide a large screen TV with and HDMI adaptor. This equipment is provided upon request at no charge and is solely for the use of the room in which they are placed. There is no built-in technology on the Terrace, and we are unable to provide any technology for that space. Please be sure to turn off all facility technology at the conclusion of your event. Clients using apple technology will need to provide their own adaptors. It is the Client’s responsibility to secure the technical support and equipment necessary to host a successful event. The Graham Memorial staff are not responsible for training prior to or trouble-shooting during an event.

Amplified Sound

The University of North Carolina at Chapel Hill’s amplified sound policy restricts audio to specific times to avoid disrupting classes and quiet hours. Permitted hours for amplified sound are Fridays (5 p.m. –10 p.m.), Saturdays (8 a.m. –10 p.m.), and Sundays (8 a.m. –7 p.m.). Amplified sound is prohibited during final exams, on reading days, and during regular class hours. The policy also applies to demonstrative events, requiring that they do not disrupt university business.

Departments and organizations seeking to have events at Graham Memorial that involve amplified sound must be explicit about their intent when making a reservation request. The policy aims to ensure that sound does not disrupt academic instruction or administrative operations. If asked by JCUE staff or security to lower the sound level, the Client must do so promptly and without question. Failure to do so could result in the immediate termination of your event and cancellation of your reservations for the balance of the semester and/or academic year. The sound level is not to exceed acceptable levels as decided by the JCUE staff.

Publicity of Events & Merchandise Sales

When publicizing your event, please indicate that it will take place in the James M. Johnston Center for Undergraduate Excellence in Graham Memorial, followed by the room name and/or number in Graham Memorial. Any advertisement or publicity for an event occurring in the JCUE must be approved by the Events Manager prior to circulation.

Banners, posters, flyers, or signs may be posted only on approved pin boards within Graham Memorial. Temporary signs of an informational or directional nature may be erected on site in an approved location, during the day of the Event. No posters, banners or other material may be attached to trees, on grounds, or to any portion of Graham Memorial, inside or outside in a manner that would cause damage.

Upon written approval by the Associate Vice Chancellor for Facilities Services (employees) or the Vice Chancellor for Student Affairs (students), University-affiliated employee or student groups may sell merchandise at events hosted in Graham Memorial. The permit referenced in Section VI.C.8. shall be displayed as evidence of that written approval and proof that all requirements are met.

Responsibilities

The Graham Memorial staff and/or security guard are the final authority on any questions or restrictions. When visiting Graham Memorial, a person may not refuse an order of the facility staff and/or security guard when that order is related to the protection of property or the safety, well-being, or access of the guests, staff, or vendors. The Graham Memorial staff and/or security guard are not responsible for coordinating or directing events, vendors, or event attendees, setting up and breaking down any rentals, drying or wiping down terrace tables and chairs, or disposing of any trash. These are all the responsibility of the Client. The Graham Memorial staff and/or security guard are not responsible for any items lost or damaged. Client/Vendor/Event Guests will limit themselves to the rental spaces. Children are not permitted to wander the property unsupervised. Clients and Client Groups must take all necessary precautions to ensure the safety and well-being of all event participants. In making Graham Memorial available for use to individuals or groups, the university assumes no obligation or responsibility for the activities of the individuals or groups; nor makes any direct or indirect endorsement of the activity. The Director of the JCUE or the Events Manager, or his/her designee, reserves the right to prohibit the use of the Graham Memorial facilities to any individual, group or organization in his/her discretion. Reasons for prohibiting use include, but are not limited to, prior improper use of Graham Memorial facilities, failure to abide by the provisions of this policy, and failure to compensate for use and/or damages to Graham Memorial.

Alcohol Use Policy

Alcoholic beverages (including mixed drinks, beer, wine and champagne) may be served under terms and conditions consistent with the laws of the State of North Carolina and the policies of the University and of the Johnston Center for Undergraduate Excellence (JCUE). Permission to use such beverages must be requested from the Graham Memorial Events Manager, who may consult with the director of the JCUE for final approval. Below are general guidelines.

Except for University holidays, no alcohol may be served on a weekday until after 5 p.m. Alcohol served to event attendees must be consumed or disposed of on property; guests are prohibited from leaving the event with served alcohol.

It is a violation of North Carolina law to serve alcohol to anyone under 21 years of age. Any group planning a function that is likely to be attended by individuals under 21 is strongly discouraged from serving alcohol to anyone at the function. If the host group plans to serve alcohol at a function that will be attended by guests under the age of 21, the group must submit to the director of the JCUE, as part of the approval process, a written explanation of the method by which it will determine which guests are over 21 and how it will assure that guests over 21 do not obtain alcohol for guests under 21. Such precautions might include a sign on the bar that says “Over 21 Only” or “No Students” and an instruction to the bartender to ask for proof of age whenever there is any doubt that an individual is 21.

In addition, color-coded name tags for guests under 21 and instructions to the bartender and/or banquet staff as to the significance of the color coding (color coding shall be accomplished via a non-removable medium such as colored ink). They can use a gold star, a Tar Heel emblem, or another marker of their choice.

Instructions to bartenders, banquet staff, and representatives of the host group who are in charge of the event to be alert to the possibility of guests over 21 obtaining alcohol for guests under 21 and to prevent this from occurring.

It is the host group’s responsibility to be certain that individuals under the age of 21 not be served any alcohol. If, at any time, the Graham Memorial staff or security guard deems alcohol consumption to be unlawful or excessive, the staff/guard has the authority to close all alcohol service and/or evict inebriated guests from the premises.

Any function at which alcoholic beverages are served must be an invitation-only private function and must include non-alcoholic beverages and wholesome food (heavy hors d’oeuvres or dinner). Alcoholic beverages must be served by a professional caterer or bartender with liability insurance, and no self-service of alcohol is permitted.

If the JCUE’s outdoor terrace is used for a function at which alcoholic beverages are served, the event’s sponsor must provide adequate supervision and significant barriers to control access from nearby streets and sidewalks. The terrace must be accessible only to invited guests.

Cash bars are prohibited, and “cover charges” for attendance at an event where alcohol is “given away” are also prohibited. Graham Memorial is not an approved facility on University property for the sale of alcoholic beverages. (N.C. Gen. Stat. §18B-1006(a)).

If any type of alcoholic beverage is served at a reception or social that will be followed by a full meal, the reception or social is limited to one hour in length.

Receptions or socials involving the serving of liquor or fortified wine (more than 14% alcohol by volume i.e., brandies and liqueurs) must be followed by a full meal.

Receptions not followed by a full meal are limited to the serving of beer and unfortified wine (less than 14% alcohol by volume) and are limited to two hours in length. Note: most red and white dinner wines fall into the unfortified wine category.

All alcoholic beverages must be provided by the user group, except in cases where the caterer has a permit that allows the caterer to provide such beverages as are requested by the user group. There are no storage facilities for alcohol at the JCUE. Consequently, the user group must bring the alcohol immediately before its event and remove it immediately after the event ends.

Event Cancellation Policy

Events must be cancelled at least three business days in advance in writing to avoid penalty. The Terrace may be cancelled without penalty if received in writing by 12 p.m. Noon one business day before the event. Events scheduled outside of normal operating hours must be cancelled at least one month in advance. Any events cancelled after these deadlines or “no-shows” will incur all fees for security and a $75 space cancellation fee.

To cancel a reservation, contact the Events Manager by email (gmevents@unc.edu).

Any guidance from local health officials or University administration may result in event restrictions or cancellations. Please note that Honors Carolina reserves the right, at our sole discretion, to refuse, postpone, or cancel any reservation for any reason, and neither the host group nor guests nor vendors are entitled to rights or damages resulting from the action.