As the only dedicated liberal arts institution in the University of North Carolina system, UNC Asheville kindles learning by offering students an intellectually rigorous education that builds critical thinking and workforce skills to last a lifetime. Small class size, award-winning faculty and a nationally acclaimed undergraduate research program foster innovation as well as recognition. Our University is situated in one of the most vibrant cities in the Southeast. With a population of 89.000 in the city and 425,000 in nearby metro areas, Asheville offers an inviting downtown, exciting outdoor adventures, a thriving arts community, and an array of eclectic dining opportunities. And the surrounding Southern Appalachians Mountains are renowned for their beauty, biodiversity, and rich cultural heritage. The campus of UNC Asheville is conveniently located close to interstates I-26 and I-40 and within two miles of several commercial districts, including downtown Asheville. We have designed this guide to help conference and camp coordinators plan and host successful and rewarding summer events on our campus. Thank you for considering UNC Asheville as your next venue! 2 Photo courtesy of US Sports Camps (ussportscamps.com)
UNC Asheville welcomes a variety of adult and youth groups to campus each summer. Preference is given to groups with academic goals and missions that align closely with the liberal arts mission and strategic plan of the university. The Events and Conferences Office at UNC Asheville will work with you to select housing, classrooms, and other campus space for workshops, institutes, conferences, and camps during the months of June and July. We coordinate closely with other UNC Asheville departments including Housing & Student Life, Campus Operations, Transportation, Dining & Catering Services, Campus Recreation, and Public Safety to help make your event run as smoothly as possible. We also welcome groups to UNC Asheville for summer events even if you do not need campus housing. Our staff can assist you to coordinate one-day or multiple-day events. 3
What We Offer UNC Asheville has up to 900 single beds available for summer conference housing. Housing is suite-style: Each bedroom contains one or two twin beds, and each suite comprises two to four bedrooms (for 2-5 occupants) with a shared private bathroom (see sample floor plans at right). Adult groups may choose double or single occupancy housing, pending space availability. Most adult groups choose single occupancy, which means each guest has a private bedroom, but may share a bathroom with one or two other adult guests in the same suite. Most youth groups use double occupancy or suite housing. Youth groups with participants under 18 years of age must additionally provide a residential adult counselor in the residence hall at a ratio of 1 adult per 10 youth participants. Each residence hall contains a lounge with TV, kitchen, and free laundry facilities for use by overnight guests. While all residence halls are clean and pleasant, we like to remind coordinators that our campus accommodations are basic and functional and do not have many of the amenities that travelers normally expect to see in hotels. Event coordinators should prepare their participants accordingly. University housing may only be rented to groups that are simultaneously holding events on campus. You can take an online virtual tour of the residence halls. We are also happy to provide on-campus tours. 4
Rooms All residence hall rooms are carpeted and air-conditioned with adjustable thermostats. Rooms are equipped with one or two single beds, dressers, desks, and an area to hang clothes. Each room has a mini-fridge and microwave. Linens Each guest will receive a standard pillow and blanket. A linen package may be rented which includes a sheet set with pillow case, two towels, and a washcloth or they may ask participants to bring their own bed and bath linens. Extra blankets are available on request. Internet Access Wireless hotspots are available in lounges and other common areas in the residence halls, but participants needing to access the internet in their rooms should bring an ethernet cable. Two ports are available in each room. Cable TV TVs are available in the residence hall lounge areas, but not provided in the sleeping rooms. Guests are permitted to bring their own TVs and connect to the free cable service in each bedroom. Guests should also bring their own cables. What to Bring Overnight guests must bring their own bath soap and other personal toiletries. Guests may wish to bring other items that are not furnished in the residence halls, such as drinking cup, bath mat, iron, clothes hangers, coffee maker, favorite pillow, and reading lamp. Bathroom tissue is provided. 5
Groups staying at UNC Asheville may choose to take meals in the university dining hall and/or to arrange for catered meals, including receptions, dinners, picnics and boxed lunches. Staff from Chartwell s (our dining and catering provider) will work with you to create your meal and catering plan. Chartwell s is UNC Asheville s preferred caterer, which means groups may not use outside catering services without written permission from Chartwell s. UNC Asheville offers classrooms, multi-purpose meeting and event space, and auditorium/performance venues for your conference and camp needs. Our staff will assist you in selecting spaces suitable for your group. All space is subject to availability. Classrooms Over 100 technology-enhanced or smart classrooms, each equipped with a computer, CD/DVD player, LCD projection, and standard Microsoft Office software. Some classrooms also contain a SMART board, document camera, and other features. (Capacity = 25-35) Lecture Halls Auditorium-style classrooms with smart technology. (Capacity = 80-125) Humanities Lecture Hall A 310-seat lecture hall with standard sound system (technician fees and equipment usage fees apply). Lipinsky Hall A 580-seat auditorium/performance venue with standard sound system (technician fees and equipment usage fees apply). Highsmith University Union Board rooms, small meeting rooms, and large meeting rooms customizable for a variety of set-up options. (Capacity = up to 280) Wilma Sherrill Center Arena, conference rooms, classrooms, dance studios, and other flexible space customizable for a variety of set-up options. (Capacity = 50-300 depending upon space; Kimmel Arena capacity is 3,000+) For most spaces on campus, additional equipment may be rented for event use, such as laptops, LCD projectors, microphones and sound systems, podiums, stages, and dance floors. Set-up and technician fees may apply. Technician fees automatically apply when using Humanities Lecture Hall and Lipinsky Hall for the use of the halls and the operation of sound and lighting systems. Conferences and Events Office staff will assist you in coordinating your specific technical needs and estimating your costs. 6
Summer groups may hold picnics or other outdoor events on campus on the University Quad, Reynolds Green, Mullen Park, and other selected outdoor spaces on campus. Tents, tables and chairs, stages and other equipment may be set up depending upon availability. Extra equipment and staffing fees may apply. University policy requires the purchase and display valid parking permits for all students, faculty, staff, and visitors to campus. Permits for conference and overnight visitors are $5 per vehicle for 1-7 days or $10 for 8+ days. Coordinators may purchase bulk parking permits in advance of the event or direct their participants to purchase individual permits upon arrival. We will work with your group to coordinate parking. UNC Asheville has a small fleet of shuttles and vans available for rental to assist with transportation of small groups (under 25 passengers). Vehicles may only be operated by UNC Asheville employees. For larger groups or those with extensive travel plans, we can assist you in contracting with a local bus or transportation company to support your camp or conference needs. Free wireless internet is available in all buildings on campus and in most outdoor spaces. Visitors must register their devices at wifi.unca.edu upon arrival to campus which provides 7 days of free wireless access. Guests may use computers and printers in the Ramsey Library. For more extensive office services, there is a Staples office supply store and copy center located 1.5 miles from campus. 7
Adult summer conference participants who are residing on campus may use the UNC Asheville recreation facilities, including the indoor and outdoor tracks, weight room, multipurpose and racquetball courts, and swimming pool. There are two purchase options available: Day Pass $6 per day per user. Weekly Pass - $15 per week per user. This option is available for guests staying on campus at least 7 days. Certain recreation facilities, such as the swimming pool and multi-purpose courts, may be reserved exclusively for your group for an hourly rental fee. Please note that hours of operation for all recreational facilities are limited during the summer months and may be subject to change. All summer camp and conference participants may visit the Ramsey Library to use available computers, printers and view library materials. However, only participants with valid university OneCards may check out library materials. Special library access can be arranged for visiting scholars and researchers. UNC Asheville is committed to providing a barrier-free environment to every extent possible for individuals with disabilities who are using our facilities and residing on campus. Conference and camp coordinators should keep in mind that our campus is hilly and may not be a suitable destination for all groups. We invite you to visit campus and to speak with Conferences and Events Office staff well in advance of your event to plan accordingly. 8
UNC Asheville Policies Summer participants 21 years of age or older may consume alcohol in the privacy of their residence hall rooms. Alcohol use will not be permitted on campus for those individuals under 21 years of age or by any individual in academic or public areas without written permission. A North Carolina state alcoholic beverage permit must be obtained for any organized event or social function that takes place on university property. All alcoholic beverages are to be purchased, stored, and transported by Lessee but must be served by Chartwell s (University Dining Services). Smoking is prohibited inside university buildings, facilities, and residence halls. Smoking is also prohibited in all outdoor areas within the University Heights loop around campus, except for in areas designated for smoking. Smoking will also be prohibited within 100 feet of university buildings, outdoor athletic facilities, and outdoor recreation facilities. The only exception to this 100-foot rule is outside university residence halls, where outdoor designated smoking areas may be closer to buildings for the purpose of resident safety. For the purpose of this policy, smoking is defined as burning or vaporizing any type of tobacco or nicotine product including, but not limited to, cigarettes, e-cigarettes, cigars, cigarillos, pipes, bidis, vape pens, and mods. UNC Asheville welcomes youth camps and conferences to our campus and is committed to ensuring the safety of young visitors. Therefore, organizers of youth events must be familiar with and adhere to UNC Asheville policy, Programs and Activities Involving Minors on Campus. The complete policy is available on the UNC Asheville website and in hard copy by request. Youth campers under 18 must be supervised at all times by adult conference staff while on campus. Group organizers may choose to limit residence hall access to staff and counselors only during daytime events to ensure adequate supervision of all youth participants. Groups may also rent the Student Recreation Center pool, track and multi-purpose courts. Youth campers and guests under 18 years of age are not permitted to use the Student Recreation Center outside of the hours and location(s) that have been rented and/or reserved by the camp or conference. While you are here, Events and Conferences staff are happy to connect your group with our Admissions staff and to provide campus tours if desired. 9
Planning Your Conference Visit our website at eventsandconferences.unca.edu and complete the Summer Conference Inquiry Form. Be sure to include your contact information, desired dates, anticipated number of attendees as well as a description of your organization and event. A representative from the Events and Conferences Office will contact you to discuss availability and dates and provide you a cost estimate for your event. At that time, we will be happy to schedule a meeting and tour of the residence halls and campus, if desired. Our office will put you in touch with Chartwell s, UNC Asheville dining and catering provider, to discuss meal and catering arrangements. Once your dates have been reserved, and we have agreed upon a plan, you will receive a Facility Use Agreement from UNC Asheville for signature. Once a contract is complete, a deposit of 25% of the estimated costs is due. In the month prior to your arrival date, we will ask that you communicate any logistics changes and confirm numbers for housing and meals. We will also ask for completed rooming lists for those staying on campus. A final master invoice for your event will be sent to you within 30 days following your departure. Events and Conferences Office staff will work with you to coordinate arrival and check-in/check-out procedures, conference registration, transportation, signage, and any other logistics we can assist with. Because your group may be on campus at the same time as other groups, we want to ensure each group s needs and priorities are met to the best of our ability. We encourage you to arrange a pre-conference meeting and 10
tour to take care of any last-minute details and to familiarize all group coordinators with campus. We recommend you discuss your group s needs well in advance with your on-campus contacts to ensure everything is in compliance with UNC Asheville s policies and regulations, and to ensure your conference or camp experience is enjoyable and successful. Events and Conferences Office staff are available to your group coordinators throughout the entire event to answer questions and troubleshoot as needed. Upon arrival, each guest will receive a welcome packet with campus resource information and a map. We can also work with you to provide helpful resources for your event participants who are not staying on campus. Student Conference Assistants will coordinate and assist with your group s residential needs, including check-in, check-out, key and linen distribution. Conference Assistants reside on campus and are available on a 24-hour emergency on-call basis. It is our goal to ensure you and your participants enjoy your stay at UNC Asheville! 11
12 UNC Asheville Events and Conferences Office One University Heights CPO #3800 Asheville, NC 28804-8510 Ph. 828-251-6853 events@unca.edu