Policy FAQ
Use Policy
The Alumni-Foundation Event Center is available for use by all NCA&T Aggies and affiliates, such as donors, vendors and more. All programs conducted at sponsored, co-sponsored, or hosted by an Aggie affiliate or alumnus. The sponsoring Aggies are responsible for assuring that all university guidelines for such activities are met.
The Alumni-Foundation Event Center is not intended for use by the general public. All users of the Alumni-Foundation Event Center must agree to abide by university polices relating to matters of safety, liability, non-discrimination, non-disturbances, civil obedience, use of university grounds and other relevant university policies.
Requesting use of the center
All reservation requests must be submitted via our website at www.aggieeventcenter.com.
Alumni-Foundation Event Center’s representatives are available during regular business hours Monday through Friday 9am - 4pm to assist for site visits. Reservations are considered tentative until your contract has been approved by the Alumni-Foundation Event Center’s management.
How do I complete my reservation process and what is the deposit required?
To complete a reservation, a deposit with a signed contract is required. A 75% deposit is required and is non-refundable. An event is not reserved until the deposit has been paid in full and the contract has been signed. (University Department events must contact the event center’s office for information on department policies).
When is full payment due?
All charges are due forty-five business days from the initial deposit date. Any additional charges incurred during the event period are due promptly. Credit cards on file will be processed. These charges include, but are not limited to, damage to the event center property.
What form of payment do you accept for deposit required?
We accept the following method of payment: Debit card, Visa, MasterCard, American Express, Discover, cash payment and bank certified check. (University Foundation and University Purchase order number)
EXHIBIT SPACE
If your program requires an exhibit area, space is available to vendors for a per- day fee. Center management reserves the right to limit the size and number of exhibits based on total group size and impact on other groups meeting at the center.
When can I access the site for set-up? Will be set-up ahead of time?
You may choose your 6(six) hour block of time, which includes your event’s set-up and break-down time. You are responsible for your linens and decorations, but typically our preferred caterers provide such services. You usually need at least 1 (one) hours for setup prior to when guests will arrive and 1(one) hour after guests have left for your vendors to break down.
Additional time requested will be allocated base on availability and charges will apply to groups/host invoice.
Is there free parking nearby?
There are a total of 400 parking spaces adjacent and behind our building. Request for -
Parking spaces; can be arranged through the university parking services. Charges will apply for parking attendance and parking space. The foundation does not assume any responsibility/liability for any loss or damage to the vehicles(s) of your attendees or vehicles contents.
What are the Event center’s cancellation policies?
All deposits and payments are non-refundable. Contracted events may postpone date and re-book within 48 hours after initial event date based on availability, and all details will be transferred to the new event date. A 10% (DTF) Date Transfer Fee will be charged; additional charges may apply base on room size and date of event. Credit /differences of payment are non-refundable but will be applied to the new reservation within the fiscal year to which the event is reserved.
ADVERSE WEATHER
In the event of adverse weather conditions, the Alumni-Foundation Event Center will make decisions about conference operations in a manner that best addresses the safety, convenience and preferences of clients and conference attendees. If the N.C. A&T State University is closed due to adverse weather; the Alumni-Foundation Event Center will be closed.
Will the event manager be present for the set-up/ during the reception?
A staff member from Event Center will be present an hour prior to the event and during the event to oversee and inspect the closing and cleaning process of the building.
May hosts or guests bring in alcoholic beverages?
Groups/host may purchase beer and wine and dispense by the NC A&T Alumni-Foundation Event Center preferred caterers only. In compliance with NC state law(s), the proper photo identification as proof of age 21 is required to receive service of alcoholic beverages. Preferred vendors reserve the right to refuse anyone service who cannot produce the appropriate identification or who appears intoxicated.
Professional bar tenders - Security officers /Police officers, service fee will be charge accordingly. The person booking event will be responsible for the payment of the fees. associated with services.
When is the deadline for event setup details, final attendance numbers, vendors, and food and beverage information?
Final event details must be determined no less than 10 to 3 business days prior to your event, including a final count of persons attending, along with final details (room layout, event schedule, vendor list, etc.) and bar arrangements are required to be completed in writing and any additional fees will be due. Setup changes requested by the client on the day of the event will incur a fee based on room size.
What are the policies for decorations and lighting?
The event center manager must review and approve all decorations 10 business days prior to the event. Damage Fee for unapproved decorations is $500 minimum. An event center team member will control all audio visual equipment during the event. At no point during the event is it allowed for all the lights turned off unless prior arrangements have been made with the event center manager.
Is additional décor allowed from the ceiling?
Groups/host are able to place décor in the event center ceiling (Chinese lanterns, fabric drapery, twinkle lights, etc.) as long as they do ot impede installed lighting and do not pose a safety fire hazard. Groups/host is responsible for equipment rental, cleaning, setup and breakdown immediately after event.
Are there sufficient restrooms?
The event center is equipped with (five) 5 stalls and (seven) 7 urinals in the men’s restroom and women’s restroom have seventeen (17) stalls.
Are there any noise restrictions?
The main doors must remain closed after event begins and remain close during event.
What time should hosts and guests vacate the building?
Groups/host is to vacate the facility after the contracted time allotted. Clients who choose to continue their event after the contract time schedule will be charged a Rental Extension Fee per hour base on the room size and charges will be due immediately. All other miscellaneous fees will be due promptly.
Who is responsible for cleanup and can items be left in the Event center overnight?
Group/host is to ensure the vendors they employed adhere to the event center policy and procedure. A pre authorize cleaning deposit fee of $250 will be applied to credit card on file and is due (10) Ten business days prior to event for contracted groups/host. Cleanup expectations to guarantee return of cleaning deposit are listed in the event center cleaning checklist which will be reviewed with client during event by a representative of the Event center. If cleanup is completed properly, the deposit will be returned within Five to Ten business days. Client is not allowed to rearrange the stage, tables and chairs at any time during event. Any client items left in the event center overnight will be disposed of unless prior arrangements have been established.
Who is responsible for theft or damages?
NC A&T University Alumni-Foundation Event center will not assume any responsibilities for damage or loss/ theft of merchandise or articles left in the Event center before, during, or following event. Vendors, contracted group/host is responsible for any damage or loss to the Event Center property, facility, or anything contained. This includes damage to walls, floors, ceilings, furniture, equipment, napproved decorations, excessive cleanup, excessive damage, etc.; the credit card on file will be processed for such cost. The average damage fee is $500 excluding taxes and other fees. Charges will be processed within five business days; 5 | Pageor immediately after incident depending on the nature of the damage. Additional charges will be assessed, shared with client, and charged to credit card within fifteen business days.
No smoking policy
The event center prohibits smoking inside and outside the building. Smoking is permitted outside the parking lot of the Event center only. In the event that a guest is found smoking or damage is found as a result of smoking, it will result in a $300 fine and the cost of replacement will be billed to the hosting party.
Security
The foundation does not provide security in the meeting and function space Personal property left in the meeting or function space is at the sole risk of the owner. Group/client agrees to advise its attendees that they are responsible for safekeeping of their personal property.
The event center reserves the right to assign university police to any event at the time of booking or thereafter if in the opinion of the foundation, it becomes apparent during an event that police coverage is necessary for the safety of its patrons. The person booking the event will be responsible for the payment of the fees associated with the crowd management. Notice will be given to the group/client where applicable .
Notice
To ensure your satisfaction, please notify your event manager of any issues or concerns before or during the event to enable our teams to immediately remedy the situation with the most appropriate service. The event center reserves the right to inspect and control all private parties, dinners, and any other functions held on property. Anyone in violation of policies will be asked to leave the facility. The event center staff reserves the right to ask any children and their parents/ guardians to leave the facility if the children’s actions jeopardize the event or property within the facility.
Shipping and Receiving – Loading and unloading
Shipments can be received no more than forty-eight (48) hours prior to event date. All load in/load out must utilize the loading dock located behind the event center. THIS POLICY IS STRICLY ENFORCED. The event center manager can assist you with these arrangements.
Publicity & Materials
Publicity must be approved by the foundation. All students and student organizations are guided by NC A&T State University student policies. (Students contact the Office of Student Development)
Holidays
The Event Center observes the following holidays as scheduled by NC A&T State University : Martin Luther King Jr. Birthday, Good Friday and the weekend subsequent , Independence Day, Labor Day, eve of Thanksgiving through Thanksgiving day, and are closed on December 24 th through the new year eve and New year day. Please check the university’s calendar as days sometime vary.
I agree with your FAQ Policy
If arrangements for this function are cancelled, a cancellation fee will be charged consisting of a percentage of total anticipated rent base upon
arrangements for function space reserved at the time of cancellation. The fee is determined by the time between cancellation and scheduled arrival.
Please review chart below: Please note: cancellation fees is separate from your non refundable deposit fee.
Number of days prior to Scheduled Arrival Date
365 - 180 Days 10%
179 - 90 Days 25%
89 - 30 Days 50%
29 Days or less 100%
I agree with your Cancellation Policy
