How do I reserve space?
If you are a Non-University group or a University group that is charging an attendance fee, please fill out the Conference Event Request Form.
If you are a University group, including a registered student organization or a campus department hosting an event, that is not charging an attendance fee, please visit the Reservations Office for more information and the Reservation Event Request Form.
How far in advance can I reserve space?
During the academic school year, Non-University groups can reserve space no more than 60 days prior to the event date. Summer event requests are accepted the fall prior, but are not able to be confirmed until the coming spring when the University confirms the master calendar.
All event requests must be received at least 15 business days in advance to ensure proper time to confirm, plan and execute the event.
What are the requirements for reserving space on campus?
For Non-University groups and individuals, all events contracted through CRES require a $1,000,000 general liability insurance policy with UNC Charlotte listed as additionally insured on the certificate of insurance (COI). We charge an administrative fee of up to 25% of the total cost of the event (including the rental rate, any charges for catering equipment, personnel, etc.) to all Non-University groups and individuals.
If we have space available on the dates you choose, a Conference Manager would prepare a contract for the rental and would need that contract signed and returned at least 14 business days prior to the event.
Is my event confirmed?
Your event is not confirmed until you have received an email from the CRES office with written confirmation and/or you have signed your event contract. Your request will be assigned to a Conference Manager, and will be reviewed for space availability and if it can be supported by other services if necessary. A Conference Manager will reach out to you to discuss your event request further at that time.
Do you offer housing accommodations for guests?
Housing accommodations are available in campus residence halls (based on availability). This option is only available during the summer months (June 1-July 31). More information on housing options can be found under Summer Housing.
I want to have food at my event, what are my options?
All food served on campus must be prepared by the University Catering Department - Chartwells. CRES will guide the client through the entire process from initial menu discussion to final presentation. For catered events, the client will be billed for the guaranteed number of guests, which is due three business days prior to the event, or the actual number, whichever is greater.
Download Chartwells catering menu here.
I don’t have a specific room in mind for my event, what are my options?
We will gather all of your event details including the nature of the event, what you plan to do during the event, estimated guest count, etc. and your Conference Manager will use this information to suggest an appropriate space for your event based on availability.
Why haven’t I received a response?
The CRES office asks for 3 business days to process all requests. However, with the beginning of each semester, response times may be delayed longer due to higher request volume.
We are open and process requests 8am-5pm Monday-Friday when the University is open. All requests are processed in the order we received them.
Is there a way for me to check available spaces?
25Live is the space reservation system used by the University, and anyone is able to access the Calendar. However, when looking at space, keep in mind the 25Live is to be used as a guide. While space may look available, other considerations such as time in between events must be taken into account. A Conference Manager can help you determine actual availability upon request.
What is the event cancellation policy?
Groups are not charged a cancellation fee if their event is canceled before the event contract is signed. If the contract is signed and the client cancels an event, the group will be charged for any services already rendered (i.e. signage, catering preparations, etc.). However, if the University has to cancel an event for any reason (i.e. inclement weather), the client will not be charged.
What does “one stop shop” mean?
One stop shop means that CRES (Conference Office) will be your only point of contact for University related communications during the entire event planning process. We will reserve your space(s), coordinate room setups, catering, A/V needs, and more on your behalf. There will be no need to contact the venue, catering, or other vendors yourself.
My event was wonderful! How do I submit a review?
We value your feedback. CRES is always striving to make our events better. To do so, we constantly ask our clients for their opinions in terms of how we did, and how we could improve. To provide feedback, simply fill our Conference Evaluation Form or email us at confservices@charlotte.edu.