Event Planning Checklist
1. Identify Your "Group"
Determine which group type your event falls under:
- Group 1: UNCW Faculty or Staff
- UNCW Library Faculty and Staff should review the internal Library Event Planning Checklist
- UNCW Library Faculty and Staff should review the internal Library Event Planning Checklist
- Group 2: UNCW Departments charging fees for admission, registration, soliciting sponsorships, or other monies exchanging hands OR external groups who have secured sponsorship by university departments in which the the department becomes the sole contact and responsible entity for the event.
- Group 3: Non-UNCW organization
2. Determine Your Library Event Spaces
Check Event Spaces / Meeting Spaces to find your spaces!
Consider:
- Budget
- Does your budget include all event needs (venue, food, furniture, equipment, decor, parking, etc.)?
- Does your budget include all event needs (venue, food, furniture, equipment, decor, parking, etc.)?
- Set-Up & Takedown
- Have you accounted for both the time you need to set-up/takedown as well as the time other services may need (catering, furniture, AV, etc.)?
- Have you accounted for both the time you need to set-up/takedown as well as the time other services may need (catering, furniture, AV, etc.)?
- Attendance
- Does the space have the needed capacity (with the desired furniture layout)? Does it require multiple spaces?
- Does the space have the needed capacity (with the desired furniture layout)? Does it require multiple spaces?
- Technology needs
- Will this be a hybrid event? Will it be a presentation? Will you need microphones of some kind? Will you need AV Technology (like extra lights or equipment that isn't in the space)?
- Will this be a hybrid event? Will it be a presentation? Will you need microphones of some kind? Will you need AV Technology (like extra lights or equipment that isn't in the space)?
- Catering
- Will there be food/alcohol? Will it be catered through UNCW (Group 3 must)? Will you need tables to set the catering on? Does the space allow catering?
- Will there be food/alcohol? Will it be catered through UNCW (Group 3 must)? Will you need tables to set the catering on? Does the space allow catering?
- Parking
- Will there be Non-UNCW guests (we only have a few pay for parking spots near our facility)?
- Will there be Non-UNCW guests (we only have a few pay for parking spots near our facility)?
- Safety
- Is this a large event (100+ people)? Will there be a non-UNCW speaker/guest of any kind?
- Is this a large event (100+ people)? Will there be a non-UNCW speaker/guest of any kind?
3. Review Possible Costs
Before submitting a request, check the UNCW Library Space Reservation Prices table to see if any fees apply to your "Group" or selected space/amenities. Library Reservation Prices (PDF)
| UNCW LIBRARY SPACE RESERVATION PRICES | |||
|---|---|---|---|
| As of February 2026 | |||
| Group 1 - UNCW (Faculty/Staff/Students) | Group 2 - UNCW Sponsored OR UNCW w/registration fee | Group 3 - Non UNCW Groups | |
| ROOM RATES | |||
| DH1070 - Event Space (4 hours or less) | NO CHARGE | $200 | $400 |
| DH1070 - Event Space (Every additional hour after 4-hour rate) | NO CHARGE | $25 per hour | $50 per hour |
| DH1072 - VAL (4 hours or less) | NO CHARGE | $150 | $300 |
| DH1072 - VAL (Every additional hour after 4-hour rate) | NO CHARGE | $25 per hour | $50 per hour |
| ADDITIONAL CHARGES | |||
| Space Set-Up and Takedown (per space) w/Library Furniture | $50 | Included in Rental Fee | Included in Rental Fee |
| Additional Rooms or Spaces | NO CHARGE | $30 per hour | $30 per hour |
| Outside Hours Building Opening/Closing | $50 | $50 | $50 |
| Outside Business Hours Staffing (per building) | $50 per hour | $50 per hour | $50 per hour |
| Conference Services | N/A | N/A | 20% |
| For AV Services (beyond existing technology), Furniture (provided by Warehouse or Other), and Parking, please work with the respective UNCW departments or Conference Services to determine costs as those services are considered separate costs from our Space Reservation rates. | |||
4. Submit a Reservation Request
Check your Group # to determine the next step. All future interactions for your reservation request will be handled directly by email if needed!
Group 1 | UNCW Faculty/Staff &
Group 2 | UNCW Sponsored or UNCW Event with Registration Fees
You may reserve a space by:
- Campus Reservation System (preferred method)
- Email Request: libbuildingoperations@uncw.edu.
Questions? Email libbuildingoperations@uncw.edu.
Group 3 | Non-UNCW Organization
Non-UNCW Organizations should email libbuildingoperations@uncw.edu to check availability and confirm event feasibility. From there we will connect you with Conferences, Events, and Reservations:
- When can Non-UNCW Organizations request a space?
- We follow Conferences, Events, and Reservations' (CER) timeline for accepting space requests
- Fall events: the window opens beginning the 4th Monday in February
- Spring Events: the window opens beginning the 1st Monday in August
- Summer Events: the window opens beginning the 4th Monday in January
- We follow Conferences, Events, and Reservations' (CER) timeline for accepting space requests
- Other ways to contact CER about reserving spaces:
- Email: clconferences@uncw.edu
- Phone: 910.962.3578
- Website: Conference Services | UNCW
- Email: clconferences@uncw.edu
Questions? Email libbuildingoperations@uncw.edu.