1. Why should my department consider using an event manager?
There are several reasons why using a designated event manager makes sense. The Facility Use Policy may require the use of an event manager for complex events, or for events in certain buildings. Even if the policy does not require the use of an event manger, many departments are finding that planning high-quality events takes a lot of time, requires attention to details, and can be very stressful. UNCG's event managers have the knowledge, experience, and contacts to make sure the job gets done effectively and efficiently.
2. I plan many events for my department; do I really need to fill out an Event Planning Checklist every time?
The Event Planning Checklist is a tool designed to assist planners in complying with University policies and procedures, and avoiding potentially troublesome areas. It is in the planner's best interest to fill it out completely and send it to the appropriate reserving office. Group A events are not required to fill out an Event Planning Checklist, but are encouraged to be familiar with it. Departments that use a designated Event Manager do not need to complete a checklist.
3. My department is planning a cosponsored event, why does the cosponsoring organization need liability insurance?
If the University is liable for a person's injury and property damage on campus, the host department is responsible to pay the damages, unless insurance covers the claim. Insurance provided by the cosponsoring group protects those attending the event, the cosponsored group, the sponsoring department, and the University. Please keep in mind that most non-profit organizations already have this type of insurance in place and would only need to provide proof of insurance. Please refer to the Facility Use Policy for more information.
4. Should a department purchase liability insurance?
No. The University cannot purchase liability insurance because to the extent a department purchases liability insurance it waives the University's and State's sovereign immunity. There are strict guidelines and procedures involving insurance, please refer to the Policies and Procedures manual for Risk Management, or contact the Risk Manager or University Counsel for more information.
5. Why do the police need to be notified about my event?
The police have requested that they be notified of every event held on campus which includes both publicly attended events and internal events. Police want to know where people can be reached in case they receive an emergency call. It also helps the police to know where people are supposed to be and where they are not supposed to be at any given time. It is also helpful that the Police have advance notice in the event they need to respond to an incident.
6. I am involved in a group that would like to meet at UNCG; do I need to pay facility use fees since I am a UNCG employee?
There are accountability factors and laws that are involved in facility fees. The Facility Use Policy clarifies what groups and events are required to pay facility use fees. An employee that is a member of a group does not automatically mean that the group is affiliated with the University. A good test to determine if the group is to be considered for co-sponsorship by a department is to ask whether the department would be responsible to pay for damages or unpaid bills associated with the event.
7. Can we use other caterers other than UNCG Dining Services for our event?
No. UNCG has an exclusive contract with Aramark which does business as Dining Services. Therefore, any catered events on campus paid with University funds must use Dining Services, except that alumni are able to use outside caterers for events in the Alumni House.
8. Is it all right to order Pizza for our meeting from an off-campus Pizzeria?
It depends on whether the pizza is purchased with University funds. If University funds are used to purchase the food then you must use Dining Services; otherwise, you may purchase pizza from any provider of your choice.
9. Is event planning training available?
The Event Managers Group arranges periodic event planning workshops. Planning Successful Events at UNCG (PDF: requires a reader such as Adobe Reader) is their most recent workshop presentation. If you are interested in attending future training sessions, please call 334-3111 to be put on the invitation list. Training sessions will also be posted on the Information Update page and in Campus Weekly.
Additional FAQs coming soon! Please check back.