Facilities Services

Updated/Reviewed: 11/14/06

Policy Statement 20: Use of University Outside Facilities by Non-University Affiliated Organizations


This policy is adopted for the orderly use of the University outside facilities by non University affiliated organizations and individuals. University outside facilities are primarily for University instruction, research, student activities, and public service. They are not available for unrestricted use by non University affiliated organizations and individuals.

Recognizing that its support derives in large part from public funds, East Carolina University is committed to making its outside facilities as readily available for use by all groups and individuals as is consistent with its educational mission; its duties as a custodian of state resources; and its responsibility to consider the welfare of its students, faculty, staff, and visitors. Practical as well as legal considerations dictate the formulation and publication of a written policy detailing the conditions of such availability. The intent of the document that follows is not to place unreasonable restrictions on use but rather to provide for access on a basis that is both clearly defined and in the best interests of each of the constituencies to whom East Carolina University is obligated by law and tradition.


  1. Definitions:

    University refers to East Carolina University.

    University departments are budgetary units of East Carolina University.

    Division of the University is a group of University departments organized around a particular function such as Administration and Finance, Academic Affairs, Student Life, and Health Sciences.

    University affiliated organizations include all official University committees, special committees, groups, and task forces supported directly by the University, the East Carolina University Foundation, and the East Carolina University Alumni Association.

    Student clubs and organizations are organizations comprised of East Carolina University students and registered with the Office of Student Leadership Development Programs.

    Individuals include an individual, individuals, or a group of individuals that may be a member of the University faculty, staff, student body, or alumni, University affiliated organizations, or student clubs and organizations. Individuals (while they may be faculty, staff, etc.), for the purposes of this Policy, are involved in an activity or operation outside the normal scope of the individual's position or responsibility within the University.

    Non University affiliated organizations include all groups or organizations that are not directly supported by the University or that are not registered student organizations, even though some of the members or participants may be University personnel or students.

    Co-sponsored non University affiliated organizations are non University affiliated organizations that are educational, community, or charitable organizations sponsoring an educational, governmental, or charitable program co-sponsored by an University department, division of the University, or University affiliated organization with a logical relationship to the sponsored program.

    Outside facilities are defined as outside structures and grounds owned or controlled by the University. Excluded from this policy is any real property. Courtyards are considered part of real property. Also excluded is the Chancellor's residence and surrounding grounds. For this policy, real property, outside facilities, and playing fields controlled by the Athletic Department are excluded.


  2. General Policy:

    The laws of the State of North Carolina govern use of University outside facilities. Policies and guidelines have been established to ensure compliance with these laws, consistent application, and the orderly use of these outside facilities within the resources and mission of the University.

    University outside facilities exist to accomplish the educational objectives and programs of the University.


    1. University Affiliated Organizations:

      University departments, divisions of the University, University affiliated organizations, and student clubs and organizations may be granted use of these outside facilities for educational, cultural, developmental, and social programs and activities within the guidelines of other existing University policies. These other existing University policies are referenced but not included in this Policy.


    2. Co-Sponsored Non University Affiliated Organizations:

      Non University affiliated organizations that are educational, community, or charitable organizations may be granted permission to use University outside facilities to sponsor educational, governmental, or charitable programs with a co-sponsorship on a single event basis.

      Programs by these organizations must be co-sponsored by an University department, division of the University, or University affiliated organization with a logical relationship to the sponsored program. The co-sponsor will be responsible for maintaining a continuing liaison between the outside group and the appropriate University officials throughout the planning and implementation stages of the event. It is the responsibility of the co-sponsor to assure that the organization, its members, and the program adhere to the generally accepted academic and communal standards of the University. The co-sponsor will be held responsible for the actions of the sponsored organization, non University affiliated organization.

      Co-sponsored non University affiliated organizations shall abide by the same rules as any University department, division of the University, University affiliated organization, or student club or organization. Specifically, co-sponsored non University affiliated organizations may be granted use of these outside facilities for educational, governmental, or charitable programs within the guidelines of other existing University policies. These other existing University policies are referenced but not included in this Policy.


    3. Non University Affiliated Organization:

      Because the use of University outside facilities presents the possibility of disturbance to normal University activities and damage to University property, non University affiliated organizations or individuals without co-sponsorship shall abide by limitations governing the use of the outside facilities including, but not limited to, the following:

      1. No permanent or semi-permanent structure, including but not limited to chairs, tables, stakes driven in the ground, tents, or trailers, etc., may be constructed or placed for any activity in these outside facilities.

      2. No activity may include the serving of food, beverages, or any refreshment in any amount in these outside facilities.

      3. Attendance at the activity should not exceed 100 people. Attendance may not be restricted on the basis of race, color, national origin, religion, gender, age, sexual orientation, disability, or status as a Vietnam era or disabled veteran.

      4. University outside facilities may not be used for overnight activities.

      5. No activities may be held if they render a facility unsatisfactory for use in its normal or primary function or conflict with any activity previously scheduled according to this policy or with normal or scheduled University operations.

      6. No public address or amplifying system may be used at any time in any facility without approval in advance from the appropriate vice chancellor, dean, or director. All uses of sound amplification equipment shall comply with applicable noise regulations. Use of amplifying systems near academic buildings is prohibited on campus while the University is in session.

      7. Users are responsible for the cleanliness and order of all outside facilities following their use.

      8. All activities or events must be conducted in such a manner that campus pedestrian traffic and vehicular traffic are not impeded and that members of the University community who are not participating in the activity or event may proceed with their normal operations.

      9. All proposed activities must be reviewed to assure compliance with insurance and safety requirements prior to final approval.

      Nuptial activities are not considered an educational, governmental, or charitable program and a logical relationship does not exist for co-sponsorship by any University Department, division of the University, or University affiliated organization. Therefore, nuptial activities including, but not limited to, a ceremony or reception shall abide by the same limitations governing the use of the outside facilities as a non University affiliated organizations or individuals without co-sponsorship.

      Only the Chancellor, or his designee, is authorized to enter into contracts for use of University outside facilities on behalf of the University. The University, through its officers, reserves the right to interpret this policy and to apply it in the best educational interest of the University. The Chancellor, or his designee, reserves the right to change, alter, or grant exceptions to this policy to best fulfill the mission, purpose, and processes of the University.

  3. Procedure for Requesting Usage:

    The official reservation system to reserve outdoor space at the University is available at www.at.ecu.edu. To request use of a University outside facility requires completion of the Outdoor Reservation Request Form with information including, but not limited to, contact information of the person submitting the request and information regarding the activity planned for the outdoor space. Any organization, individual, or company affiliated with the University and wishing to use University outside facilities must submit an Outdoor Reservation Request Form online. Depending on the outdoor space requested, the submitted form will be reviewed by the appropriate party responsible for approving and scheduling the use of the requested outdoor space.

    Any organization, individual, or company not affiliated with the University and wishing to use University outside facilities should have the Outdoor Reservation Request Form completed and submitted by the University affiliated co-sponsor.

    A co-sponsored non affiliated University organization must provide a copy of the contract or letters of agreement acknowledging the co-sponsorship by an University department, division of the University, or University affiliated organization with a logical relationship to the sponsored program. A non affiliated University organization must provide a statement acknowledging receipt and understanding of the applicable University policies and a commitment that the organization, its members, and the program will adhere to the applicable University policies in addition to the generally accepted academic and communal standards of the University.

    Football game day activities in the athletic real property, outside facilities, and playing fields are under the responsibility of the Athletic Department.

    Use of athletic real property, outside facilities, and playing fields by University departments, divisions of the University, University affiliated organizations, student clubs and organizations, co-sponsored non University affiliated organizations, and non University affiliated organizations require the authorization of the Athletic Department.

  4. Priority:

    Departments and divisions of the University shall have priority in the use of University outside facilities. Registered student clubs and organizations and University affiliated organizations shall have priority in use over co-sponsored non University affiliated organizations. Co-sponsored non University affiliated organization shall have priority over non University affiliated organization. Any appeals of scheduling decisions should be discussed with the appropriate co-sponsoring vice chancellor, dean, or director.

    The University reserves the right to deny or cancel reservations for prescheduled programs by co-sponsored non University affiliated organizations when they conflict with functions central to the educational mission of the University or when they may present an unreasonable risk of harm to persons or property.


  5. Disclaimer:

    In making its outside facilities available for use under this policy to non University affiliated organizations or individuals, the University assumes no obligation or responsibility for the activities of the organization, its members, individuals, or the program. Further, the University reminds all parties to be aware of and comply with applicable laws, including, but not limited to those concerning safety, defamation, and obscenity.