Meetings are defined as a re-occurring usage of space which falls within normal operating hours, and does not require the supervision of the University Center staff. Call the Information and Reservations Coordinator at 828-227-7206 for more information.

The following spaces are designated as meeting spaces within the University Center:

• Rogers Room (UC 209)
• Dogwood Room (UC 213)
• Cardinal Room (UC 214)
• Catamount Room (UC 215)
• Multipurpose Room (UC 232 A & B)
• Grand Room (UC 302)
• Illusions (UC 309)
• Theater (UC 315)

Also available to reserve for events are:

• UC Lawn (UC LAWN 1 & 2)
• Picnic Area (PICNIC)

The University Center, including the above meeting rooms, are ADA Compliant.

How to Reserve a Room

Point your browser to the Resource 25 Webviewer.

• Click on the “My Requests” link in the Webviewer menu bar.
• You will see the “User Logon” screen. Type your active directory username and password (This will be the same username and password you use to log into your email and computer each day).
• Click “Log On.” This will take you to the “Request an Event” form.
• It is important that you give your event a distinctive “Event Name.” This is what displays on the Webviewer events calendar. 
• Place your name and Western phone extension in the “Event Title” field. The space approver will use this if they need to contact you.
• Choose an “Event Type” from the drop down list. This will help the space approver know what type of event you are having. If you can not find an Event Type to match your specific event, use the comments section of the form and the space approver will share that information with the R25 System Administrator.
• Next, you will need to select the “Sponsoring Organization.” Click on your organization from the drop down list. If your organization is not listed, please add the group name to the comments section.
• Use the “Start” and “End” times of the form to indicate the actual event times. If you need setup and breakdown times for the event, indicate how much time you will need in the comments section. R25 also allows you to request that your event repeats on specific dates, daily, or weekly. If your event is repeating daily or weekly you should select the series you would like for it to repeat in, the number of repetitions, and an “Until Date” (which should be the same as the end time above). 
• To select a location for your event, simply click on a particular space from the “Space Preference” drop-down list (only schedulable spaces are included in the list). You may choose to request alternative spaces in the comments section of the request form.
• You have the ability to choose particular pieces of equipment for both the Ramsey Activity Center (RAC) and the University Center (UC). To make a request enter the number of each piece of equipment listed under “Resources.”
• The “Requirements” section of the form concerns additional needs that may be needed for the event. For example, you may need meals for a certain number of people, an alcohol permit, ticket sellers, etc. Please select these items as necessary. Additional needs not listed should be added in the “Comments” section.
• You should also complete the “Comments” and “Description” section of the event request form. The “Comments” section allows you to put information that may be more complex than the Webviewer allows you to select. The “Description” section can be used for more specific information that you would like displayed on the Webviewer.
• Once you have completed these sections click the “Next” button to move to view a summary of your request. After you have clicked “Next” the Webviewer will display an “Event Request Summary” which allows you to review your entry choices. If you need to make changes to your request click the “Make Changes” button. If you do not need to make any changes, click the “Submit Request” button.
• Once you have submitted your request the Webviewer will display an “Event Request Confirmation” containing the details of the request you just made. If you need to make additional requests you may click the “Request Another Event” button which will open a new request form. You can check to see if your event has been approved by looking under the “Approved” section on the Webviewer menu bar to see if the event has been confirmed by the space approver.
• Please remember that submitting a request does not mean it has been approved. If you have questions about the status of the request please check the “Approved” section of the Webviewer or contact the room scheduler directly.

If you encounter trouble or have additional questions, please call the University Center Information and Reservations Coordinator at 828-227-7206.

Facility Rules and Regulations

General Information

1. Student organizations are given priority use of all rooms in the University Center.
2. The University Center closes nightly at 1am during the regular semester and at 11pm during the summer semester. Other hours will be posted on the UC website. All programs must be concluded by the time the building closes.
3. The University Center is a smoke-free facility.
4. Events cannot be scheduled more than three months in advance of their dates. Exceptions may be made for special events or conferences if circumstances warrant.
5. Organizations may have only three reservations at one time for Illusions and the Grand Room.
6. Organizations may have only four reservations at one time for the Catamount, Cardinal, and Rogers Rooms.
7. During events held in Illusions, soft drinks will be sold at the bar. Cash only.

Please remember that we have more reservations than we can accommodate. If you make a reservation and do not use the space, you are preventing someone else from using that space. Please be considerate.

Billing
Price List
-Groups will be responsible for all damages (not including normal “wear and tear” issues) incurred during the usage of the space.
-All fees and other charges must be paid before the facility can be used again.

BYOB
-Illusions is the only space within the University Center designated for BYOB use. Alcohol use is permitted as stated in Policy Number 81 or at the Information Desk at the University Center.

Banners
-The University Center provides a number of spaces to hang banners from. These include the terrace above the front entrance and in the stairwell between the first and second floors of the University Center.
-Banner space must be reserved and banners hung by University Center staff. Banner space may be reserved by accessing the Resource25 Webviewer.
-All banners must contain the name/contact information for the group/individual posting them.
-All banners must announce a specific event and contain the information pertinent to that event. Banners cannot serve as an advertisement for a group, organization or individual.

Copyrighted Material
-The sponsoring organization will receive permission for all copyrighted material to be shown, performed, etc. from the holder of each copyright or their representative.
-The organization warrants that all copyrighted material to be performed in the University Center has been duly licensed or authorized by the copyright owners or their representatives and agree to indemnify and hold harmless the University Center/Western Carolina University from any and all claims, losses or expenses incurred with regard thereto.

DJs
-Hiring a DJ is the responsibility of the sponsoring club or organization.
-If your organization has someone who is interested in being a DJ for an event please have them contact the University Center; they will need to be trained on the sound equipment at least two days prior to the event.
-An approved student DJ is required for all events using University Center sound/lighting equipment. A non-student DJ may not use UC sound or lighting equipment.

Decorations
-No combustible materials are to be used in decorating (hay, straw, leaves, etc.).
-The UC posting policy will govern all promotional materials. Easels/sign holders are available at the Information Desk for placing additional directional/promotional signage.
-Glitter is not allowed to be used in the building.
-Smoke Machines are not allowed in the building.
-Use of candles must be approved in advance.
Candles may not be used in carpeted areas.

Disclaimer
-The University Center is not responsible for any losses or injuries suffered by any person as a result of a room reservation and/or activities sponsored by the reserving organization. These incidents should be reported to the staff of the University Center.

Event Cancellations
-All event cancellations must be received in writing up to 72 hours prior to the event. Repeated failure to do so may result in a suspension of reservation privileges.
-If classes are cancelled the University Center will remain open. Events may take place as circumstances permit.
-If there is a power outage at the University Center, the Building Manager will be in touch with scheduled groups to inform them of a possible delay or cancellation of the event.

Food Service/Catering
-Dining Services has exclusive rights to provide service for all catered events in the University Center.  You may contact them at 828-227-3969 to arrange for service or to request an exception.

Responsibilities of Event Sponsors
-The organization and all attendees will work cooperatively with the University Center staff during the event.
-The organization in charge of the event is responsible for straightening and picking up any trash around the area after the event has concluded. If the space is not left in its original condition, the organization will be charged a housekeeping fee to cover extra cleaning and/or trash removal.
-One member of the sponsoring group(s) must be designated as the "Liaison" for the event and will serve as the responsible contact person.
-The organization will provide 4 people for every 25 in attendance, which will be designated “liaisons.” All members of the sponsoring organization(s) will be responsible for monitoring for illegal substances (alcohol, drugs, weapons, etc.).
-The sponsoring organization(s) will keep all doorways clear before, during and after the event. The sponsoring organization(s) will be responsible for ensuring the timely departure (from the room and the facility) of their guests following the event.
-Groups will be responsible for all damages (not including normal “wear and tear” issues) incurred during the usage of the space.
-All other applicable WCU policies and regulations must be followed. The Student Code of Conduct will apply to all persons in attendance at every event.

Safety Regulations
-All exit lights and ceiling emergency lights must remain on. If there is a question about the functionality of these lights please contact a University Center staff member.
-The exits must be kept clear of all obstructions including wires, speakers, tables, chairs and people.
-UC staff and/or student Building Managers will inspect the facility during use and have the right to enter all rooms and events.

Setups
-If you require a special setup for the room you have reserved, please fill out a Room Setup Form to accompany your reservation.

Solicitations
-The only type of soliciting allowed in UC space is fundraising. View the policy here. If you are selling items/services for a fundraiser, a Sales and Solicitation Permit must be filled out in addition to making the reservation.

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