***The policies below will go into effect on Monday, August 21, 2017***

Anne Queen Faculty Commons Facility Use Policy

Management

Responsibility for the Anne Queen Faculty Commons (AQFC) has been assigned to the Office of Faculty Governance (OFG). The OFG will manage use of the room and reservations during weekday, evening and weekend hours. To the degree possible, the room will be kept free from reserved use until 1:30 p.m. on weekdays so as to assure its availability for informal gatherings and impromptu use by faculty members. Exceptions may be made when classes are not in session.

Apart from events, the room’s use is limited to faculty and staff (including retired faculty) during normal business hours: Monday through Friday, 8:00 a.m. to 5:00 p.m. Students should not use the room during these hours unless they are invited and accompanied by a faculty or staff member. After normal business hours and on weekends, the room may be used by faculty, staff, and students alike.

Reservations

The AQFC is available for reserved use in accordance with the policies stated below regarding appropriate use of the room, reservations, furnishings, food service and special equipment. All organized use of the facility must be approved by the OFG. Reservation requests are made using the online form below and must be received at least one week in advance of the event.

  • Daytime weekday reservations (Events beginning between 1:30 and 5:00 p.m.): The ACFQ is available for faculty-oriented meetings or programs organized by faculty members, administrators, faculty organizations, or academic or administrative units of the University of North Carolina at Chapel Hill.
  • Events beginning after 5:00 p.m. and weekend reservations: During evenings and weekends, the ACFQ is available to be reserved for meetings, performances, programs, or gatherings for any University-affiliated group (including student groups).

Cancellations should be made as soon as it is known that the room is not needed.

Anne Queen Faculty Commons Reservation Form

This form should be used for all events. The room is not available for reserved use prior to 1:30pm on weekdays, unless classes are not in session. Please check the room’s availability before completing the reservation form. We will respond within three business days after the form is submitted.

Furniture Setup

OFG and Campus Y have established a standard furniture setup for AQFC. Users may change the arrangement of the furniture, but must not move the rugs. Furniture is not to be removed from the room. Additional furniture may not be taken from other rooms in the Campus Y building. Users must return all furniture to the standard setup immediately after their event concludes.

Faculty Commons Diagram

 

Food, Drink and Alcohol

Faculty members and their guests are welcome to bring individual food and drinks into the room and are responsible for cleaning up after use. For organized events, catering with finger foods and beverages is allowed. Sit-down dinners are not permitted.

The campus-wide Guidelines for Serving Alcohol at University-Sponsored Events governs the use of alcohol in the AQFC. No alcohol is permitted in the space before 5:00 p.m. on weekdays. With advance permission of the appropriate vice chancellor, alcohol may be served at other times at invitation-only, private functions at which guests under age 21 are not expected. Please see the university alcohol policy for further information.

Vendors, Catering and Special Equipment

There is no sound amplification or projection equipment built into the room and no technical assistance available. No kitchen space is available for the use of caterers. It is the responsibility of the event sponsor to arrange for any outside equipment, furniture, or materials needed. Outside equipment does not include items or pieces of furniture from other rooms in the Campus Y building. Additional seating is available by request from Facilities Services and must be removed by the end of the reservation period. The Campus Y will not be responsible for storing furniture before or after events.

At the discretion of the OFG, an advance walk-through may be required if special features are proposed. Users are expected to take care that the room and its furnishings are not damaged as a result of such special features. It is the responsibility of the event sponsor to arrange for outside equipment, furniture, materials, etc., to be removed before 8:00 a.m. the next business day.

Floors

Any event that involves dancing in street shoes requires special protection for the affected floor area such as a canvas ground cloth.

Fliers, Posters and Artwork

No item, artwork, poster, flier, or document is to be attached to interior walls, doors, fixtures, windows, trash cans, building exteriors, stairway railings, elevator walls, floors, grounds, or ceilings.  No existing artwork can be removed.

Cleanup

Users are responsible for cleaning up after their events. Please remove all trash, boxes, and all other items brought into the room, wipe down the tables, and return all furniture to its original configuration. Trash should be carried out to the dumpsters in the parking lot behind the Y. If the condition of the room is unsatisfactory after your use, you may forfeit subsequent use privileges or have your department billed for the cost of cleaning and/or restoration.

Doors must be shut and locked following all events.

Security

The outside doors leading into the AQFC must remain closed at all times. The inside doors must remain closed during normal business hours, except during events. Access to the room is via OneCard. Only faculty (both active and retired) and staff OneCards will unlock the doors on weekdays from 8:00 a.m. to 5:00 p.m. Faculty, staff and student OneCards will unlock the doors after 5:00 p.m. and on weekends. OneCard access after normal business hours will only be through the inside doors.

If your OneCard does not allow you to access the room as just described, please contact the OFG at (919) 962-7609 or lisajean@unc.edu.

Key Checkout

If you have an event that requires the interior or exterior doors to be unlocked, you may check out a room key from the OFG between the hours of 8:30 a.m. and 4:30 p.m. Arrangements must be made in advance for key check out with Lisa-Jean Michienzi. Please contact (919) 962-7609 or lisajean@unc.edu to set up times for key check-out and return. The key must be returned immediately after the conclusion of the event or, if the event concludes after 4:30 p.m., by the morning of the following business day.

Parking

There is no parking available at the Campus Y. Please contact the Special Events Parking office with UNC DPS at 919-962-3951 to make the necessary parking arrangements for your guests.

Publicity for Events

When publicizing your event, please indicate that it will take place in the Anne Queen Faculty Commons at the Campus Y.

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