RUL - 30.01.19 W.G. Pearson Facility Rental Rule

1. Purpose

The purpose of this rule is to establish the guidelines for the rental and use of space within W.G. Pearson Dining Hall. 

2. Scope

This rule applies both to all University and non-University groups and individuals who wish to rent space in W.G. Pearson Dining Hall. 

3. Definitions

3.1  University Organizations 

For the purpose of this rule, “University organizations” includes colleges, schools, divisions, departments, institutes, or centers of the University.   

3.2 Student Organizations  

“Student organizations” include registered student organizations; honor societies officially recognized or affiliated with the University or other organizations that promote the University’s interests of the University or provide services to the University. Examples include Student Government Association (SGA), national or regional organized academic/professional associations, professional fraternal societies supported by an academic unit, charitable community organizations, other public educational institutions, and governmental entities. 

3.3 Non-University Organizations 

“Non-university organizations” include persons or groups not covered in sections 3.1 or 3.2. Examples include unregistered student groups; candidates for public office and their supporting organizations, for-profit entities, and individuals or groups whose activities are primarily for private gain. 

4. W.G. Pearson Dining Hall Regulations 

4.1 W.G. Pearson Dining Hall operates in compliance with federal, state, and local laws as well as University regulations. Failure to comply may result in loss of rental privileges. 

4.2 All scheduled and unscheduled facility use may be changed, relocated, or canceled in the event of an emergency. Please note that additional charges may apply to facility activities if extra costs are incurred as a result of the emergency. 

4.3 University and Student organizations must submit facility requests through the 1910 Booking online portal.  For assistance, requestors should contact the Special Events Office at 919-530-7893. 

4.4 Non-University Organizations must contact the Special Events Office or Office of Campus Enterprise directly to reserve space in W.G. Pearson Dining Hall. 

4.5 Because W.G. Pearson Dining Hall is an auxiliary building and does not receive state funded operating support rental fees apply. Fees include use of tables and chairs, electricity and limited Audio-Visual Equipment.  

4.6  Catering, audio-visual or technical support must be reserved separately by the requestor and are the sole responsibility of the of the requestor. 

4.7 Furniture located in rental spaces may not be removed.  If removal/rearrangements occur, an additional fee will be assessed. 

4.8 North Carolina Central University (NCCU)’s Dining Services holds the first right of refusal for catering any event held on campus, including university-leased property. Dining Services provides catering for:  

4.8.1 Activities of recognized student, faculty, and staff organizations 

4.8.2 University-sponsored functions (i.e., those charged to university accounts) 

4.8.3 Approved campus activities utilizing University facilities. 

5. Release and Indemnity 

5.1  Requestors are liable for all damages resulting from their use of the facilities and must reimburse the University for any damages or losses. 

5.2  The University reserves the right to remove requestors or participants from campus when deemed necessary. The University assumes no responsibility for the loss or theft of personal property.  

5.3  Requestor must indemnify and hold harmless the University, its officers and employees against all claims for the loss, injury, or damages to persons or property, arising from activities conducted in University facilities. The University assumes no liability for property placed in university facilities by requestors. 

6. Rooms Available to Rent 

6.1 Banquet Hall  Located on the first floor of W.G. Pearson Dining Hall, Seating capacity of 150 (Standing capacity: 242).  

6.2 Faculty Staff Conference Room:  A small meeting room ideal for intimate groups. Seating capacity is 15. Standing capacity: 20.  

6.3 Campus Enterprises reserves the right to adjust renal rates at any time.  

6.4 Payment requirements: 

• Non-University Organizations must submit payment in full prior to the event.  
• University Organizations and Student Groups will be billed. Correct financial coding string (e.g., FOAP) must be provided to Campus Enterprises.