The first step of planning any on-campus event is submitting a request to reserve an on-campus space. University Users submit via WebEMS. Registered Student Organizations (RSOs) submit via Rocky Connect. External event requestors submit via the Event Request Form. If you need assistance or have questions about available spaces, please email reservations@unca.edu.

Following your reservation request submission, a member of the University Events Reservations team will follow up with your Reservation PDF. Some events, called Complex Events, require additional review by the University Event Review Committee. The Reservations team will flag the event for further review and will be in touch throughout the review process, and will share your Reservation PDF when the review period is complete.

A comprehensive list of Ģ����ý event points of contact is available on the Resources for Event Planners page. If you have further questions about the event planning process, please reach out to University Events for assistance.

Almost all on-campus spaces require a reservation through University Events via WebEMS, including outdoor spaces and academic classrooms. A select number of spaces are managed by individual departments or offices, but still require a reservation through the department/office overseeing the space. Please visit Resources for Event Planners for more information.

University Users should first search for spaces via WebEMS; if a space you’re interested in is not on WebEMS, please reach out to reservations@unca.edu for assistance. Registered Student Organizations should list their desired space on their Rocky Connect submission.

Most reservation requests require a three-week lead time, with the exception of meeting rooms or tabling spaces, which have a three-day lead time. Please try to submit your reservation request as timely as possible, and reach out to reservations@unca.edu with any questions.

Reservation requests for each semester (including summer) will typically open at least three months prior to the semester start date. The university’s academic schedule and internal event calendar must be finalized prior to accepting other reservations. For classrooms and academic spaces, the add/drop period for each semester must pass before these spaces will be available to reserve.

Ģ����ý’s blackout dates include Commencement, Reading Days, final examination days, Undergraduate Research Day, and other large-scale events of University-wide significance. During these times, available resources and spaces may be limited; therefore, no other event planners may request a reservation.

University Users can update their event status using WebEMS. Registered Student Organizations can update their event using RockyConnect. Please also follow up with reservations@unca.edu if your event has been cancelled, rescheduled, or if you wish to move it to a different date, time, or location.

Please continue to consult with Campus Life and University Events throughout your event planning process and share any updates, including changes to guest count, room setup needs, university permitting, tech needs, and more. The best way to share these updates is via reservations@unca.edu. However, event planners may also connect directly with their points of contact, listed under “Resources for Event Planners”.

Please reach out to Halle Carter, Director of University Events, at hcarter4@unca.edu to schedule an event consultation. Consultation meetings can assist planners with understanding the reservation/review process, assessing the best options for your event, connecting with other campus points of contact, and providing general logistical support.

Events and programs hosted by a University User are eligible to be added to the university’s event calendar following receipt of their Reservation PDF. Registered Student Organization events will automatically appear on the Rocky Connect events page following completion of the event submission and review process.