THE PERFECT MEETING SPACE

1. Grand Hall reservations require a minimum rental of five (5) hours.
2. Reservations are not guaranteed until:
   1. Rental Agreement is signed
   2. Deposit/payment is received
   3. Required insurance (when applicable) has been approved
3. Dates are reserved on a first-come, first-served basis.

1. Each Grand Hall rental includes:
   1. Exclusive use of the Grand Hall
   2. Five presentation displays
   3. HDMI Connector 
   4. One wireless microphone
   5. Standard Wi-Fi
   6. Basic lighting
   7. Existing furniture within the venue
   8. Seating up to 70 people 
   9. CO-LAB Event Coordinator support

1. Rental time begins when vendors or clients first enter the space.
2. Rental time ends only after:
   1. Guests have exited
   2. Decorations removed
   3. Vendors departed
   4. Space returned to original condition
3. Setup and breakdown must be included within the contracted rental period.

1. Only approved event staff, vendors, and guests may enter the Grand Hall.
2. Access is prohibited unless otherwise authorized:
   1. Member offices
   2. Coworking space
   3. Shared meeting rooms
   4. Staff offices

1. Final room layouts must be approved no later than:
   1. Seven business days before the event.
      1. Late setup changes may incur a $200 change fee.

1. Permitted:
   1. Freestanding signage
   2. Balloon décor
   3. Pipe and drape
   4. Floral arrangements
   5. Table centerpieces
2. Not Permitted:
   1. Nails
   2. Staples
   3. Tape on painted surfaces
   4. Glitter
   5. Confetti
   6. Smoke effects
   7. Fog machines
   8. Candles with open flames
   9. Nothing may be attached to brick walls, windows, televisions, or ceilings.

1. All food service must be provided by:
   1. Chartwells at The Dubois Center
   2. A licensed caterer approved by CO-LAB.
2. Outside food and beverages are prohibited unless specifically approved.

1. Alcohol service must comply with UNC Charlotte Policy UP-706.
2. Requirements include:
   1. Licensed bartender
   2. Approved caterer
   3. Required permits
   4. CO-LAB approval prior to the event
3. Self-service alcohol is prohibited.

1. The Grand Hall includes:
   1. Five displays
   2. Projector
   3. Projection screen
   4. Two wireless microphones
2. Clients using additional AV equipment must coordinate with CO-LAB before the event.
3. Outside AV vendors require prior approval.

1. Guest Wi-Fi is provided.
2. CO-LAB does not guarantee uninterrupted internet service due to circumstances beyond its control.
3. Mission-critical streaming should include backup internet solutions.

1. Parking is limited.
2. Complimentary parking is available only for vehicles registered in advance through CO-LAB.
3. Parking in CO-LAB’s private lot without authorization may result in citation or towing through Pivot Parking.
4. CO-LAB is not responsible for parking violations.

1. Vendor deliveries must be scheduled.
2. CO-LAB cannot accept deliveries more than:
   1. 24 hours before the event, unless previously arranged

1. Outside vendors must:
   1. Carry appropriate insurance
   2. Follow CO-LAB loading procedures
   3. Complete setup within scheduled rental time
   4. Remove all materials immediately following the event

1. Clients are responsible for:
   1. Removing decorations
   2. Removing personal belongings
   3. Disposing of trash properly
   4. Returning the space to its original condition
2. Additional cleaning beyond normal use may result in cleaning charges.

1. The renting organization is financially responsible for any damage caused by:
   1. Guests
   2. Vendors
   3. Contractors
   4. Employees
   5. Volunteers
2. Repair costs will be invoiced after the event.

1. Emergency exits must remain unobstructed.
2. Fire code must always be followed.
3. The following are prohibited:
   1. Fireworks
   2. Open flames
   3. Pyrotechnics
   4. Hazardous materials
   5. Weapons
   6. Illegal substances

1. CO-LAB may require Client to provide additional security personnel for:
   1. Large attendance events
   2. Events serving alcohol
   3. High-profile speakers
   4. Public events
2. Security requirements are determined solely by CO-LAB.  Client must obtain advance approval from CO-LAB for selection of the additional security staff.

1. Photography and videography are permitted.
2. Commercial filming requiring extensive equipment must receive prior approval.
3. CO-LAB reserves the right to photograph events for promotional purposes unless otherwise agreed in writing.

1. Clients are responsible for the conduct of all attendees.
2. Disorderly conduct, harassment, discrimination, or unlawful behavior will result in immediate termination of the event with no refund of any payments already made, and all payments remaining due under the terms of the Rental Agreement.

1. Advance cancellation requests must be submitted in writing.
2. Deposits may be forfeited according to the signed rental agreement.

1. Invoices are due according to the executed rental agreement.
2. Additional charges will be invoiced after the event, including:
   1. overtime
   2. damages
   3. cleaning
   4. staffing
   5. equipment
3. Payment is due within 14 days.
4. Invoices unpaid after 15 days will incur a $500 late fee every seven days until paid.

CO-LAB reserves the right to refuse bookings, cancel events or terminate an event in progress if the client violates University policy, local law, or these venue policies, or if the event poses a safety or reputational risk to the University.

1. Every Grand Hall client must complete the following before their event:
   1. Signed Rental Agreement
   2. Certificate of Insurance (if applicable)
   3. Final guest count
   4. Final room layout
   5. Catering confirmation
   6. AV requirements
   7. Parking request
   8. Vendor list
   9. Event timeline
   10. Load-in/load-out schedule
   11. Emergency contact information
   12. Final payment/deposit
   13. Day-of event contact