Rave! Events | Reservation Guidelines
Campus Enterprises, NC State's lead division for retail and hospitality, presents Rave! Event Services. Catering and Event Management on NC State University campus at Talley Student Union, Witherspoon Student Center, Thompson Hall, Price Music Center, Hunt Library, McKimmon Conference and Training Center and Vaughn Towers at Carter-Finley Stadium.
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General Reservations

The Carol Johnson Poole Clubhouse, Hunt Library, Park Alumni Center, Talley Student Union, and Witherspoon Student Center facilities may be reserved for use by Recognized Student Organizations, Registered Student  Organizations, University Departments, and Sponsored External Organizations consistent with REG 11.55.02 – Use of University Space.  Student Organizations and University Departments may not assign their reservation privileges to either External Organizations (for the purpose of receiving reduced rates) or to individual members of the Student Organization or University Department (for the purpose of benefiting the individual members of the organization or department).

For additional information regarding reservations, please contact the Rave! Events Office at 919-51 EVENT (919-513-8368). Exceptions to the reservations guidelines may be granted at the discretion of the Director of the NC State Student Centers or their designee.

Shared Space Reservations

Multiple spaces within Carol Johnson Poole Clubhouse, Hunt Library, Park Alumni Center, Talley Student Union, and Witherspoon Student Center are eligible for priority scheduling by the associated partner organizations. The partner organization requests will be filled prior to the shared spaces being available for use by other Student Organizations, University Departments, and Sponsored External Clients.

Reservation Procedures

 

Talley Student Union and Witherspoon Student Center  

  • Priority Events 
    • Multi-day/multi-venue
    • Stewart Theatre
    • State Ballroom
    • 1887 Bistro
    • Witherspoon Cinema
    • Stafford Commons
    • Harris Field
  • Exceptions
    • Recognized Annual University Events
    • Regional and National Conferences
  • Series Events & Single Reservations
    • Weekly/Bi-Weekly Meetings
    • Conference and Meeting Rooms
    • Lobby Tables
  • Open Reservations
    • Additional Special Event, series, and single reservations

Priority Events  

  • Priority Events may be requested up to two years in advance and will be confirmed up to one year prior to the event date.
    • Priority Event Requests received by the priority deadline (one year prior to event) will be confirmed according to the following priority:
      • Annual University Events
      • Student Organization Events (Recognized and Registered Student Organizations, and Student Centers Fee-Funded Departments)
      • University Department Events
      • Sponsored External Organization Events
    • Priority Event Requests received after the priority deadline (one year prior to event) will be confirmed on a first come, first served basis
  • During peak hours (after 5:00 p.m., 7 days a week) clients are limited to four (4) Priority Event reservations per semester.

Exceptions  

  • Regional and National Conferences may be scheduled up to two years in advance by Student Organizations and University Departments.
    • Annual University Events may be scheduled up to two years in advance. For example:
      • Orientation
      • University Open House
      • Wolfpack Welcome Week
      • Experience NC State
      • Commencement
      • Founder’s Day
      • Celebration of Philanthropy

Series Reservations and Single Reservations

Recognized and Registered Student Organizations & Student Centers Fee-Funded Departments:

Accept and Confirm Event Requests Beginning Event Date
January 1 (2018)Fall (2018), Spring (2019), Summer (2019)

University Departments

Accept and Confirm Event Requests Beginning Event Date
April 1 (2018)Fall (2018)
November 1 (2018) Spring (2019), Summer (2019)

Sponsored External Organizations

Accept and Confirm Event Requests Beginning Event Date
May 1 (2018) Fall (2018)
December 1 (2018) Spring (2019), Summer (2019)
  • During peak hours (after 5:00 p.m., 7 days a week) clients are limited to four (4) Series reservations with a maximum four (4) hour meeting time per week (e.g. 4 – one hour meetings or 2 – two hour meetings or 1 – four hour meeting per week).
  • Stewart Theatre, Cinema, and the Ballroom are not available for weekly meetings.

 

Open Reservations

  • Open reservations (additional Priority Events, series, and single reservations) may be scheduled on a first-come, first-served basis after the semester has begun.
  • Open reservations requests are accepted beginning the day after Labor Day for Fall Semester, the Day after MLK Jr. Day for Spring Semester, and the day after Memorial Day for Summer Sessions.

Carol Johnson Poole Clubhouse and Park Alumni Center

  • All reservations for the Carol Johnson Poole Clubhouse and the Park Alumni Center may be scheduled one year in advance and will be confirmed on a first come, first served basis.

Hunt Library

Priority Deadline for Event RequestsEvent Date
February 1 (2018)Summer (2018)
May 1 (2018) Fall (2018)
November 15 (2018)Spring (2019)

  • All events in Hunt Library must fall within Hunt Library operating hours
  • All reservations for Hunt Library may be scheduled one semester in advance:
  • Exceptions may be granted for University Departments under special circumstances. Departments may submit academic event requests up to a year in advance to be reviewed by Rave! Events, the Institute for Emerging Issues (IEI), and NCSU Libraries.

Duke Energy Hall

  • Within Hunt Library operating hours, available Monday – Friday from 8am – 9pm and Saturday – Sunday from 9am – 9pm
  • Room set-up and equipment set-up fees – Event Manager (Labor charge, UNIT price)
  • The Duke Energy Hall is not available for weekly meetings.

Outdoor Event Reservations

The Thomas H. Stafford Jr. Commons and Harris Field may be reserved for use by Student Organizations, University Departments, and Sponsored External Organizations. These reservation requests may fall under the Priority Events, single or series reservations, or Recognized Annual University Events depending on the nature of the event.

  • Rain Sites: The Ballroom, Duke Energy Hall, Cinema, and Washington Sankofa Room may be held as a rain site for scheduled outdoor events on a very limited basis. Each rain site request will be considered on a case by case basis.  
  • Food and Beverage: Rave! Events is the exclusive caterer for Stafford Commons and Harris Field. Please see Food and Beverage (below) for additional information.
  • Stafford Commons Media Mesh: The multi-media mesh screen on Stafford Commons may be available for use in conjunction with events held on Stafford Commons.

Advertising and Promotions Reservations

The Talley Student Union and Witherspoon Student Center can provide advertising and promotion opportunities for Student Organizations and University Departments. These reservation requests will fall under Series/Single reservations guidelines. Exceptions may be granted for each of these guidelines.

  • Information/Lobby Tables: Information tables may be reserved in Talley, Witherspoon, and on Stafford Commons for the advertising or promotion of meetings, events, and programs, and for purposes that do not conflict with RAVE! Events Conflict Protocol (below). During Lobby Table peak hours (10a.m. – 3p.m., Monday – Friday) users may be limited to one reservation per week depending on the number of requests and availability.
    • All forms of Commercial Solicitation shall follow the provisions provided in section 4 of REG 07.25.12 – Solicitation and must reserve space through RAVE Events. Student Organizations and University Departments may sponsor External Organization lobby tables. The Sponsored External Organization will be required to complete a Facility Use Agreement and will be charged at the External Organization rate of $100 per day per table. We must receive your payment and completed Facility Use Agreement within 2 business days of your reservation request (and prior to your event date) in order to confirm your reservation.
    • All information tables must be staffed by a member of the reserving organization for the duration of the reservation. Information/Lobby Table activities must not:
      • substantially disrupt University activities and functions;
      • violate any other applicable University policies;
      • obstruct building entrances, walkways, rights of-way, or vehicular or pedestrian traffic;
      • interfere with educational activities, meetings, events, or ceremonies or with other essential processes of the University. 
  • Amplified sound may be used at Lobby Tables in Talley Student Union, with permission, during the following times:
    • Everyday 12:00pm – 1:00pm and  5:00pm – 7:00pm
    • Friday – Saturday 10:00pm – 12:00am
  • Banners: Banner space is available for advertising Talley Student Union events along the 3rd floor railing adjacent to the main lobby. Banners must be 96” x 40” and be professionally printed with 3 grommets horizontally across the top (one in each corner and one in the middle) and 2 additional grommets (one on each side 13” below the top corners). Banners can be displayed for two (2) weeks prior to the actual event. Unless otherwise requested, your banner will be recycled at the conclusion of your event. 
  • Electronic Billboard Screens: Space is available on screens throughout Talley and Witherspoon to display digital advertising for events that will be held in the Student Centers. Digital advertising must be submitted to the Rave! Events Office as a jpeg 1920 x 1080, png 1920 x 1080, or pptx 20 x 11 file. Digital advertising can be displayed for one (1) week prior to the actual event and is limited to one slide per event.
    Indoor & Outdoor Signs: Sign holders are available for events that will be held in the Student Centers. Signs can be displayed for up to three (3) days prior to the actual event and is limited to two signs per event. Signs should be printed 22” x 28” and submitted to the Rave! Events office, room 3244, to be displayed. Clients may provide their own exterior sign holder, but must still reserve the space and follow university regulations (no chaining to light poles or hand railings, etc.) Unless otherwise requested, signs will be recycled at the conclusion of the event. No taped signs are allowed in the Student Centers. Signs that present a safety hazard will not be permitted.  
  • Stafford Commons Media Mesh & Pavilions TV: These resources are to be used in conjunction with programs and events held in these locations and are not intended for advertising and promotion purposes.
  • Exhibit Space
    • Free Standing: Exhibit space is available in Talley Student Union for use by  University Departments housed within the Student Centers. Indoor space for Exhibits is limited to two (2) weeks and outdoor space is limited to three (3) days. Exhibits must be maintained throughout the reservation period by the sponsoring department and must have signage that indicates the sponsoring department. Exhibits must be removed on the last day of the reservation.
    • Display Cases: Display cases are available for use by Student Organizations and University Departments. Exhibits in these cases are are limited to topics  1.) focusing on showcasing diversity and inclusion at NC State or 2.) coinciding with an event in Stewart Theatre or the Ballroom. Exhibits will be displayed for a minimum of three days, but could be allowed  up to a maximum of one month depending on other requests for use. Exceptions may be granted to accommodate special installations, travelling exhibits, or to ensure the cases are utilized.
  • Donation Bins: Space for the collection of donations may be reserved by Student Organizations and University Departments. There are two donation bins available in Talley and will be provided by Rave! Events. The donation bins must be clearly marked with the purpose of the collection and the end date of the collection (the sponsoring organization must provide an 11×17 (landscape) flier with the organization name, collection dates, and any other pertinent information). Donation bin spaces can be reserved for a maximum of four (4) weeks.

Conflicts Protocol:

Rave! Events manages contracts with external vendors for all of the student centers on campus as well a designated other campus locations.  The purpose for this conflict protocol is to identify:

(1) potential conflicts with certain exclusivity rights possessed by outside vendors which have already invested a great deal of time and effort in their relationship with NC State and have proven their expertise; and

(2) types of commercial activities which compete with the services or products offered by the university.

Any department, company, or campus organization that reserves space in one of the student centers or hosts events such as trade shows, career fairs, expos or information centers, may be asked to provide our event coordinators with a list of proposed companies or organizations involved with its event. 

To avoid contractual conflicts, Rave! Events will review the list of proposed companies or organizations whose university sponsorship or participation may conflict with exclusivity rights possessed by companies already under contract.  Potential conflicts may include, but may not be limited to, services similar to:

  • catering companies or any food or beverage venue service provider
  • restaurants/fast food companies
  • cellular telephone and service providers
  • printing or copying services
  • career  counseling
  • banking & financial institutions

Rave! Events reserves the sole right to enforce this protocol and to make the final decision as to which companies or organizations conflict with existing contracts.

Event Fees:

Early Open/Late Close

  • Use of the Student Centers outside of regular Building Operating Hours will result in a charge of $75 per hour for University Departments, and $125 per hour for External Organizations in addition to any established room rental fees and/or staffing fees.

Room Rental Rates

  • For updated information regarding room rental rates, please visit the Rave! website.
  • Half day rates are available for Ballroom events for Student Organizations and University Departments only.
  • External Organizations must be sponsored by a Student Organization or University Department. The Sponsored External Organization will be required to complete a Facility Use Agreement and will be charged at the External Organization rate.
  • University faculty, staff, students, and student organizations may not reserve rooms or other space in the Student Centers on behalf of or for the use of an external organization so that the external organization can use the space at a reduced rate.  
  • Sponsored External Organizations will be charged a non-refundable deposit (25% of room fee) and must complete a Facility Use Agreement. We must receive your deposit and Facility Use Agreement within 10 business days of your reservation request in order to confirm your reservation.  

 

Staffing Rates

  • For updated information regarding staffing rates, please visit the Rave! website.
  • Special Event Staffing
    • All Ballroom, Governance Chamber, and Cinema events require a minimum staffing level of one AV Tech Assistant for the duration of the event. Depending on the complexity of the event and the amount AV equipment required, additional staffing may be necessary. Other Priority Events (multi-day and/or multi-venue events) may be required to have a minimum staffing level to ensure the quality of the event.
    • All Duke Energy Hall Events will require a staffing fee for event setup and event management. The fee will be based on University affiliation and number of sections of the Duke Energy Hall that are being used
  • Special Set-up Staffing
    • Some meeting rooms, lounges, and pre-function areas have a fixed set-up. If a client desires an alternate set-up, a staffing fee will be charged for the amount of time required to set-up and break down the room according to the client’s specifications. The Duke Energy Hall does not have a fixed set-up, and a staffing fee will be charged for the amount of time required to set-up and break-down the room according to the client’s specifications.
  • Safety and Security Staffing
    • As part of our commitment to the health and safety of our students and the campus community, the Student Centers staff will assess all events for the potential of risk. If an event poses a potential health or safety risk, the Student Centers and the client, with assistance from NC State police, EH&S, and Fire Protection, will determine a staffing plan appropriate for the event.
  • Housekeeping and Maintenance
    • Clients needing electrical connection to company switch (State Ballroom and Stafford Commons) will be assessed fees according to the staffing fee schedule on the Rave! website.
    • Fees may be assessed to clients if their event causes damage to the Student Centers facilities. An excessive cleaning fee may be assessed to clients if the Student Centers facilities need extensive cleaning at the conclusion of an event.

 

Late Cancellation/No Show:

Failure to cancel a reservation in a timely manner (30 days in advance for Priority Event reservation, and 24 hours in advance for a series/single reservation) will result in a late cancellation/no-show fee. External users will forfeit their deposit and be charged any staffing fees associated with the reservation.

Talley Student Union and Witherspoon Student Center

  • Student Organizations and University Departments will be charged 50% of the Student Organization ticketed room rental fee and any staffing fees associated with the reservation.

Carol Johnson Poole Clubhouse, Park Alumni Center, and Hunt Library

  • Student Organizations and University Departments will be charged 25% of the Sponsored External Organization room rental fee and any staffing fees associated with the reservation.

Student Centers Partnership Fund:

Recognized and Registered Student Organizations may apply for funds through the Student Centers Partnership Fund for events in NC State Student Centers (Talley Student Union and Witherspoon Student Center). Student Organizations planning events that fulfill the mission of the NC State Student Centers, specifically, “… the Student Centers will provide support to events and activities that will enrich the student experience” may be eligible. Here are a few examples of events that may be eligible for Partnership Funds:

  • Collaborative programming focused on students – two or more Student Organizations co-sponsoring a program
  • Late night/weekend programming focused on students – programs that occur on Friday or Saturday night after 9:00 pm
  • Benefits/fundraising programs

Partnership Funds will be used to defray room rental, equipment rental, and staffing fees. Partnership Fund applications are available in the Rave! Events office and on the Rave! website.

 

Security and Assessment:

Certain events on University space will be subject to a security assessment by NC State University Police. The Rave! Events office will review all events for potential safety and security issues or threats. If an event could pose a potential risk to the safety and security of the event participants and audience, or to the campus community, and to ensure that event sponsors are able to successfully hold an event and the rights of free expression are protected, the Rave! Events office will contact the University Police Department and request a security assessment pursuant to REG 11.55.02, Use of University Space.

If University Police determines the event requires additional security, the Rave! Events office will arrange a security assessment meeting with University Police, the event organizer(s), and other relevant University departments or units at least four (4) weeks prior to the event (University Police requires three weeks’ notice to obtain security coverage)  to exchange information about the event and discuss logistical expectations. University Police will discuss security concerns and recommendations at the security assessment meeting.  If University Police advises that an event requires additional security, Rave! Events, University Police, other relevant University departments and units, and the event organizer will coordinate the necessary arrangements.  An additional meeting may be required if new information becomes available that requires the security assessment to be modified or to ensure that all pre-event requirements have been carried out.

Additional security requirements may include providing additional law enforcement officers, imposing controls or security checkpoints at the event, creating buffer zones around the event venue, barricades, metal detectors, parking control, as well as other security measures required based on the information provided and not founded on the subject matter or anticipated viewpoints expressed at the event.

The event organizer will be responsible for fees associated with any additional security.  In addition, the event organizer must comply with all pre-event requirements as established by Rave! Events and other University departments or units.

Miscellaneous Provisions:

Potential Searches

  • Based on the security assessment, event participants and attendees may be subject to search for contraband, weapons, drugs, alcohol, and other illegal or prohibited materials.  Attendees will be notified through clearly posted signs at the event entrance if they will be subject to a search.

Room Capacity

  • The maximum room capacity for all University facilities is established by the University Fire Marshall.  Rave! Events may reduce capacity further in accordance with staff availability, client requested needs, and other considerations.

Prohibited Items

The following items are prohibited at all events out of concern for the safety of our students, faculty, staff, and event participants:

  • Weapons are not allowed on NC State’s campus as provided by NC General Statutes 14-269.2 or 14-277.2
  • Drones/unmanned aerial vehicles*
  • Illegal drugs
  • Pepper spray, Oleoresin Capsicum, or similar sprays
  • Bats and shields
  • Masks or other items which cover the face (as outlined by NC General Statutes §§ 14-12.14, 14-12.7, 14-12.8, and 14-12.9)

*Exceptions will be made if the Responsible Administrator determines that drone/unmanned aerial vehicle is necessary for the event and the use or possession does not create a safety or liability risk.

Prohibited items will be confiscated and not returned. Individuals in violation of these guidelines are subject to removal from the event, arrest and prosecution under applicable laws and statutes.   Students who violate rules may be subject to disciplinary procedures through the NC State’s Office of Student Conduct.

Food and Beverage

The NC State Student Centers provide numerous food and beverage options for events in the Student Centers including Rave! Catering and multiple retail dining options.

  • Student Organization Snack Policy: Only non-perishable snacks are allowed (pizza, potato chips, pretzels, cookies, nuts, soft drinks, etc.). Coffee (for personal use) may be brought in a thermos or a similar container that does not require electricity. Appliances that require an electrical outlet or any type of sterno or open flame are not allowed. Student Organizations may not bring perishable food items (food that must be maintained at a certain temperature to prevent spoilage) such as meat and dairy products or mayonnaise-based items into the Student Centers. The Student Organization is responsible for removal of all items brought into the Student Centers. The student organization snack policy is for Recognized and Registered Student Organizations Only.
  • Catering: Rave! Events is the exclusive caterer for Talley Student Union and Witherspoon Student Center (see REG 11.55.01 – Production, Service, and Sale of Food). All catering services are coordinated by Rave! Events. Exceptions may be granted in rare circumstances to use external catering. To request an exception, an External Catering Request form must be submitted to the Rave! Events office no later than four weeks prior to the date of the event. The NC State Student Centers, Rave! Events, and University Dining will review the request to determine if an exception is granted. If an exception is granted, the sponsoring organization must submit an External Catering Agreement form and is required to pay an external catering fee ($25.00 or 10% of the total catering bill, whichever is greater) and to abide by the food handling practices in the External Catering Agreement.
  • Donated Food: Organizations wishing to bring in outside food that has been donated must request an exception to the catering policy (above). To request an exception, a Donated Food Request Form must be submitted to Rave! Events no later than four (4) weeks prior to the date of the event. The NC State Student Centers, Rave! Events, and University Dining will review the agreement to determine if an exception is granted. Exceptions may be granted in rare circumstances to use external catering as part of a donation. If an exception for donated food is granted, the sponsoring organization is required to pay an external catering fee ($25.00 or 10% of value of the donation, whichever is greater) and to abide by the food handling practices in the External Catering Agreement.
  • Alcohol: Permission to use alcohol on a per-event basis requires the Request for Permission to serve Alcohol at NC State University form consistent with REG 04.20.01 – Alcohol Regulation. The form must be submitted at least three (3) weeks prior to the scheduled event date. The Director of the NC State Student Centers and the Associate Vice Chancellor for Environmental Health and Safety (or designee) must approve the application.

Amplified Sound/Noise

All meetings, events, and programs should be conducted in such a manner as not to produce excessive noise that may disrupt or interfere with classes, meetings, ceremonies, scheduled activities, educational activities, and other essential University processes. This includes (but is not limited to) use at: outdoor events, Talley Student Union main lobby, public seating and studying areas, lobby tables, and meeting rooms.

  • Outdoor events with amplified sound may be held on the days and times listed below as approved by Rave! Events. If amplified sound is desired at the event, the Event Coordinator must be notified. Participants must strictly adhere to the times and sound guidelines as set forth by NC State Student Centers and Rave! Events.
  • Amplified sound may be used at events on Stafford Commons and Harris Field during the following times:
    • Monday – Friday 11am – 11pm
    • Saturday – Sunday 7am – 11pm
    • Amplified sound may not be used at outdoor events when the day falls immediately before major common exams.
  • Amplified sound may be used at Lobby Tables and public lounge/pre-function areas in Talley Student Union, with permission, during the following times:
    • Everyday 12:00pm – 1:00pm and  5:00pm – 7:00pm
    • Friday – Saturday 10:00pm – 12:00am

Setup and Equipment Needs

Event organizers are required to provide set-up information and equipment needs at the time the reservation is made. Last minute requests for set-up changes or additional equipment may not be honored.  All equipment and furniture is to be moved and set-up by Rave! Events and NC State Student Centers staff only (not event organizers). Special set-up staffing fees may be assessed if the client requests a set-up to be changed from the standard, fixed set-up.

Loading Dock Services

Shipping and receiving of items may be available for Priority Events. Please coordinate these requests with the Rave! Events office.

Decorations and Adhesives

Decorations, signs, and other materials must not be attached to the walls, doors, painted surfaces, floors, or furnishings with tape or staples. Large Post-It-Note-style flipcharts may be used. All materials must be removed at the conclusion of the meeting, event, or program. Please coordinate these requests with the Rave! Events office.

Drones and Unmanned Aerial Systems

Where permitted, the use of Drones and Unmanned Aerial Systems must comply with NC State  REG 10.10.09 – Operation of Unmanned Aircraft Systems. If you plan to use drones at any event, please indicate use in the reservation request process.

Service Animals

Service animals are permitted at events on campus consistent with REG 04.20.05 – Service Animals for Persons with Disabilities. For additional information regarding events with animals on campus, see Animals on State Property ,or contact the Office of Institutional Equity and Diversity and Environmental Health and Safety at EnvironmentalHealth@ncsu.edu or 919.515.7915.

Open Flame Activities

The use of fire producing articles or devices, or objects that incorporate fire, (i.e., candles, incense, matches, burners, sparklers, torches, pyrotechnic devices, etc.,) at events is prohibited unless prior approval has been granted by the Rave! Events office in consultation with the Fire Marshal.

Injuries/Emergencies

Any injuries or emergencies should be reported to University Police (919-515-3000) and the Information Desk located in the main lobby of Talley Student Union (919-515-3138).