Policies

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Cancellation

If the Group cancels the contract fewer than thirty (30) days before the date the conference is scheduled to begin, the Group agrees to pay 10% of the estimated total amount due, or one night’s fee per reserved room (whichever is greater).

Services

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Internet

Guest Wi-Fi network access will be available in the residence halls. Connection information will be provided when you arrive. Guest access may be available in other parts of campus. You should coordinate with your hosting UNC Department on how to connect in those areas.

Parking & Transportation

Conference Services can arrange parking for both conference staff and participants (if necessary). UNC Parking Services determines where parking permits can be assigned. Conference Services will work closely with camp groups and Parking Services to find the best parking accommodations for your time on campus.

When requesting parking permits Conference Services will need to know the exact dates of arrival and departure for each vehicle. This information is needed at least 14 days prior to arrival. Once permits are requested from Parking Services, we are not able to refund/return unused passes. We always request permits in locations as close as possible to your housing assignment.

• Hourly parking: There are a few visitor lots around campus that guests can use for hourly parking. Guests pay the attendant upon departure.
• Parking monitors: Special events held in large facilities or groups of over 200 may require additional university staff for security, parking control and other transportation matters. Groups sponsoring such events will be responsible for the costs associated with these events. Please contact Conference Services for more details.
• Getting around town: The best way to travel around Chapel Hill is by walking. Also, the bus system within the Chapel Hill/Carrboro city limits is free for anyone to ride. Parking on campus is extremely limited, even in the summer. Most academic buildings are located on North Campus away from parking locations, and housing is mostly located around the east and south perimeters of campus.

Linen Package

Conference Services can provide linen packages to international and adult groups that have 25 or less participants.

Our linen package is $14.00 per set/week and includes:

• (1) sheet
• (1) pillow
• (1) pillowcase
• (1) bath towel

A blanket and/or additional pillow(s) can be included for $2.00 each (one-time charge).

Disability Services

We have many housing options and classrooms that accommodate a variety of disabilities. Please let us know as soon as possible of any guest needs so we can ensure that accommodations are available. We have residence hall rooms designated for specific needs and we will try our best to ensure that all accommodations can be made for your guest(s) to have a seamless experience.

Alert Carolina

The Alert Carolina System (ACS) communicates in multiple ways with students, faculty and staff, as well as visitors, local residents, parents and the news media in the event of an emergency or dangerous situation.

We understand that keeping updated and informed about the campus while you or a family member are on campus is important to you. UNC has created the Carolina Ready Safety App. Anyone can download the app to receive Alert Carolina messages.

Support Staff

Conference Services has a number of dedicated summer conference staff members that will assist you during your time on campus.

• Conference Manager (CM): The Conference Manager is a secondary professional staff member who joins the Conference Services team over the summer. This staff member will serve as a main point of contact for camps and conference clients and help oversee aspects of all Conference Service operations during the summer.
• Conference Coordinators (CC): Conference Services hires up to 3 graduate staff interns during the summer. These interns will serve as main coordinators with camp and conference clients, supervise our student staff, and will ensure that all groups are supported during their time on campus.
• Conference Advisors (CA): Conference Advisors work behind the scenes to ensure that preparations are completed for successful camps and conferences. The CAs handle the manual labor to prepare for your group. They will assist with linen distribution, set up tables and chairs, prepare areas for use, complete key audits and other duties as assigned. CAs serve as the on-call individuals for all camp and conference guests throughout campus. Additionally, CAs work at the front desks in the residence halls. They serve as the front line for customer service. The CAs will assist you with group check-ins/check-outs and room checks, work customer service shifts at the community office when necessary, and help ensure that the facilities are in good working order.