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.
- 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 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 a 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 before the scheduled event. Events that are canceled after confirming security may incur the full security fee. . To cancel a reservation, please email iah@unc.edu.
- The following rooms can be reserved for events:
- The following rooms are not available for regular reservations:
- Fellows Room
- Fellows Gallery/Terrace
- Seminar Room
- Kitchen
- 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.
- 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:
- ITS Classroom Hotline provides technical support to UNC faculty using our rooms. IAH staff do not provide technical support on event day. 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:
- 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.
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 2 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 is not available to meet with movers, caterers, and/or rental companies.
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 to iah@unc.edu.
Move Request Form: https://portal.faciIities.unc.edu/masterpg/hkM ove.aspx
If you wish to serve alcoholic beverages in Hyde Hall, please review the guidelines outlined in the Hyde Hall Alcohol Policy. You must sign and return the Hyde Hall Alcohol Policy Form within 7 days of receipt to receive approval to serve alcohol at your event.
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 per hour plus 10%.
IAH Staff will coordinate Security services for you. If security services are not canceled two weeks before your event, you will be charged for scheduled services. Please email iah@unc.edu to cancel security services.
Events must be canceled at least three weeks before the scheduled event. Events canceled after this deadline or “no-shows” will incur an $80.00 room cancellation fee and 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: February 15, 2023