Hyde Hall Policies
Guidelines for Facility Use
Please review the following information and policies before submitting a room reservation request.
- Types of events IAH will consider:
- Faculty-focused arts, humanities, and interpretive social science events 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 held by UNC-Chapel Hill administrative partners.
- Types of events IAH will not consider:
- Individual faculty/staff celebrations.
- Student-centric events.
- Staff-centric events.
- Events for organizations not affiliated with UNC-Chapel Hill.
- Room reservation application submission deadline:
- For an application to be considered, submissions must be received at least four weeks in advance. Events submitted less than four weeks out will not be considered. Please be mindful of reservation windows before submitting a request as they are posted on our main Reserving Space at Hyde Hall webpage.
- Holding dates:
- Rooms will not be held for event dates until the Institute staff have received a processed room reservation application. If our reservation portal is closed, we cannot confirm availability or place holds on future dates until after the portal has reopened.
- Canceling an event:
- Events must be canceled at least three weeks (or 21+ calendar days) before the scheduled event. Events canceled less than three weeks (or 20 or fewer calendar days) may incur a security fee (if applicable). Any “no shows” may also be charged a security fee (if applicable). To cancel a reservation, please email iah@unc.edu.
- The following rooms can be reserved for events:
- University Room (109)
- Incubator Room (203)
- If you’d like to request a walk through of the event space and technology, please email the IAH at IAH@unc.edu
- If you’d like to request to setup for your event a day prior, the IAH will charge an additional half-day rate (50% of the room reservation fee) and add this to your final invoice. This is due to the room being taken offline for other events for an extended period of time.
- The following rooms are not available for regular reservations:
- Fellows Room
- Fellows Gallery/Terrace
- Seminar Room
- Kitchen
- Event Vendors
- IAH Staff are not available to provide support to any vendors associated with your event. You are required to coordinate, meet and plan event logistics with all vendors. Please be sure to communicate all the relevant Hyde Hall policies to your vendors to avoid any issues or infractions with your rental contract.
- Any deliveries for your event must be made on the same day as the event. This includes catering, linens, rental furniture etc. If you’d like to request to have deliveries made in advance and/or setup your event space, please note this in your application or email the IAH at IAH@unc.edu.
- Food and Beverages
- 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 off-site 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 (wait staff, chefs, bartenders, use of kitchen stoves, ovens or other appliances), please email the IAH (iah@unc.edu) at least two weeks before your event to request approval.
- Hyde Hall Equipment (i.e. tables, chairs, microphones, easels, etc.)
- Hyde Hall equipment cannot be used outside of the building.
- Technical support for your event:
- IAH staff do not provide technical support on event day.
- ITS Classroom Hotline provides technical support to UNC faculty using our rooms. ITS Classroom Hotline does not provide additional audio/visual equipment. Special requests must be made four weeks in advance via email to iah@unc.edu.
- ITS Classroom Hotline 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.
- Reserving Outdoor Spaces around/near Hyde Hall
- We do not book any outdoor spaces surrounding the building.
- Services and policies that require further action beyond initial reservation request (see below):
- Alcohol
- Movers
- Security
Additional policies:
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.
All furniture in the University Room MUST be setup by UNC Movers. We do not allow individuals or event vendors to setup furniture in the University Room.
Movers charge a $128.00 fee for moving services. If you do not coordinate moving services for the Incubator Room, you will be responsible for moving all tables, chairs, etc. for your event.
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 three 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 members are not available to meet with movers, caterers, and/or other event vendors.
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 the confirmation of your move and the scheduled arrival time to iah@unc.edu.
Move Request Form: https://portal.faciIities.unc.edu/masterpg/hkM ove.aspx
Any events that will have alcohol in Hyde Hall must be in accordance with the UNC Alcohol Policy. Alcohol cannot be served on campus until after 5:00pm and must be served by a professional bartender. Self-service of alcohol is not permitted on campus.
Please review the guidelines outlined in the UNC Alcohol Policy. In order to serve alcohol in Hyde Hall you must submit an Alcohol Request Form to the UNC Provost Office for approval. After receiving approval you will need to forward confirmation to the IAH at iah@unc.edu.
The IAH no longer books Security Services for departments requesting event space in Hyde Hall.
This is now the responsibility of the reserving party.
Security Services MUST be booked at least 4 weeks in advance of your event. If security services are not canceled 2 weeks before your event, you may be charged for scheduled services. 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. We recommend submitting your request immediately following your reservation approval.
Security is required, for a minimum of 4 hours, after 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 $15.70 per hour. In addition to this hourly rate, you will be charged an administrative fee of 10% by UNC Security based on the total cost of the hours of service for your event.
To book services, please email Security Supervisor, Paul Hering (phering@email.unc.edu) and copy the IAH (iah@unc.edu) on your request email. Failure to copy the IAH on your request or forward your confirmed Security request to the IAH could result in the release of your reservation. In your email, please include:
- Subject line: “Hyde Hall Security Request”
- Event name
- Event date
- Hours of service (Please add 1 additional hour post event for building cleanup and lock down time)
- Department code
- On-site contact information (phone number and email address)
- Include Hyde Hall as your event venue
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 at (919) 962-5416.
Events must be canceled at least three weeks (or 21+ calendar days) before the scheduled event. Events canceled less than three weeks (or 20 or fewer calendar days) may incur a security fee (if applicable). Any “no shows” may also be charged a security fee (if applicable). To cancel a reservation, please email iah@unc.edu.
Rooms will not be held for event dates until the IAH Event Planner has received an application. If our reservation portal is closed, we cannot confirm availability or place holds on future dates until after the portal has reopened.
Last updated: January 4, 2024