After-Hours / Weekend Event Guidelines

To ensure events held outside of our business hours take place with little or no disruptions, please follow the instructions provided below:

Use of Facilities

After-Hours and Weekend Building Access

Complete an After-Hours Access request form with the Planning Office form to request after-hours or weekend access to a building. These forms also list the normal access hours for the building. The form should be completed and faxed to the School of Medicine Planning Office at least one week, but no later than 48 hours before the event. You should receive a confirmation e-mail.

If you do not receive a confirmation e-mail, you must contact the Planning Office at 919-966-2441to confirm.

Room Access After-Hours

If your event takes place after-hours, you must borrow a room key from the Scheduling Office during the business hours of 9:00 AM – 4:00 PM. Contact the Scheduling Team at 919-843-8884 to schedule a time to pick up a key.

Schedule a “Temperature Schedule Override” for Special Events

HVAC systems are programmed for energy saving mode during evening and weekend hours. The Energy Management Control Systems office requests all clients create a work ticket for a temperature schedule override for special events. For tracking purposes, please call Work Management at 919-962-3456 to request temperature override and provide the following information at least 4-5 business days prior to the event: Event Title, Date, Time, Building, and Room Number.

To Request Additional Tables and Chairs

When tables and chairs are needed for an event, contact Facilities Services at 919-962-6586 to check availability, coordinate delivery and pick up of items. An online request form must also be completed.

Handicap Access

All spaces are accessible, but sometimes users may inadvertently setup for their event in a way that hinders access. If this is a concern for your event, we recommend reaching out via a ticket to do a room orientation of the space to ensure you know the accessible routes and are able to keep them clear.

Use of Computer and AV Equipment

Room Orientation

If you or the presenter for the event is unfamiliar with the audiovisual equipment in the classroom reserved, please enter a ticket with our AV Systems team to schedule a room orientation ahead of your event date. School of Medicine IT staff will be assigned to meet with you and review the use of the equipment for your event.

Apple and Other Non-Windows Computers

Presenters that are using a Mac or other non-Windows laptops need to bring their power cords and HDMI adapters to connect to our system in order to display their presentation. It is best to prepare presentations that are compatible with Windows so that our built in PC can be used in case your laptop is not compatible for some reason. We recommend having presentations loaded on flash drives and stored online as a backup for this reason as well

Laptops and Internet Access

The limited UNC Guest network is also available for internet access.