Policies & Guidelines

Highsmith General Usage Policies

  • Highsmith Student Union refers to the Highsmith facility and any other facility/space specifically managed by Highsmith Student Union (Reed Plaza, Brown Meeting Rooms, Lipinsky Auditorium, Mullen-James Lecture Hall, Ponder Multipurpose Room, designated outdoor spaces)
  • Highsmith Student Union will not be responsible for anything left in the building by the client at the conclusion of the activity. No equipment will be stored.
  • Highsmith provides basic room/building signage. It is recommended that client provides wayfinding for larger events/conferences (poster board, human arrows, etc)
  • Materials may not be taped or tacked or affixed to the walls, windows, doors or floors.
  • Should you need to place banners or signs, please consult with Highsmith Student Union staff for assistance and appropriate placement.
  • All decorations brought into the facility must be fireproof and meet fire prevention regulations of Highsmith Student Union. All decorations and displays must be approved by the facility prior to arrival. Any decorations or displays left after the event without prior arrangements for pickup will become property of Highsmith Student Union (the facility). The facility will not be held responsible for lost, stolen or broken decorations brought into the facility. Absolutely no helium balloons.
  • Outside audio visual equipment is allowed but will not be supported by Highsmith Student Union. An audio-visual technician may be required for operation of Highsmith audio-visual equipment.
  • Clients will be charged for the loss of and damages to the Highsmith Student Union facility and any Union equipment.
  • Use of items that could damage the Union and/or Highsmith Student Union equipment is prohibited.
  • Rooms must be left in same condition in which they were found.  Charges will be assessed for excessive trash, damage or resetting of furniture.
  • All catering services for the function shall be provided by the campus food service provider, Chartwells. Outside food shall not be served at any function, without the expressed written permission/waiver granted by Chartwells.
  • Alcohol can be brought in for special events, however, must be in accordance with state, local and University policy. Permit is required.
  • Highsmith Student Union reserves the right to exercise final authority over bands, DJs, musicians, and other entertainment as it pertains to volume and Professionalism. Bands and DJs will not be permitted to use special effect devices that produce smoke, flames, confetti, etc.
  • Highsmith Student Union reserves the right to require security for any event the facility deems appropriate or necessary at the client’s expense.
  • Service animals are permitted in the Union; all other animals are prohibited.
  • Changes to the floor plan/room set-up received within forty-eight (48) hours/two business days of this event shall result in additional charges. Highsmith Student Union reserves the right to charge the CLIENT for excessive, unplanned or numerous changes per day.
  • Clients must provide a list of up to two designated contacts who have the authority to make decisions regarding the event as some changes may result in additional charges.

Tabling Guidelines

  • For the purpose of this policy, “tabling” is defined as any social event that requires a table space to be reserved by through Highsmith Student Union by a UNC Asheville student organization or university department.  The primary purposes of tabling are:
    • Promotion of Organization
    • Exchange of information
    • Fundraising
  • Table reservations for Departments should be made through Virtual EMS or Guest Services Desk at least three business days prior to the event.
  • Table reservations for Student Organizations should be made through the Student Organization Meeting Request Form at least three business days prior to the event.
  • Cancellations must be made within 24 hours before an event in order to avoid penalty.  (See loss of scheduling privileges.)
  • Tables reserved inside Highsmith Union will be setup in advance by Highsmith staff.
  • Tables reserved outside must be checked out from the Guest Services Desk located on the second floor of Highsmith.  If needed, a Highsmith staff member will set-up the outdoor table when the user checks in. A UNC Asheville OneCard will be held at the Guest Services Desk until the group is finished with tabling.  Groups must check out with the Guest Services Desk when they finish tabling outside.
  • Tables must be staffed by the requesting group during the duration of their reservation.
  • Student Organizations and university departments are not permitted to reserve tables for non-university groups/vendors.*
  • Non-university Groups are allowed to purchase tabling space.  Reservations must be made through the Assistant Director for Business and Information Services.

*Associate Director for Highsmith Operations reserves the right to make exceptions when appropriate.

Demonstration & Protest Policy

Students, student organizations, faculty, and staff at UNC Asheville have the right to express their opinions, both publicly and privately. They may always support whatever causes they like, as long as they do so by orderly means that do not disrupt the regular and essential operations of Highsmith Union, UNC Asheville, or the community. It should be made clear to the academic and larger community that students or student organizations, and individual members of the faculty or staff, speak only for themselves, not for the university as an institution, in their public expressions or demonstrations.

UNC Asheville does not allow disruptive behavior at community events in the Union. Disruptions may include purposeful blocking the view of others at the event, banners or items that block the audience’s view, or noise or action that disrupts the ability of the audience to hear.

If an event is disrupted by a group or individual, a representative of the university may request the action to stop or ask the person or group to leave the event and move to an approved location for protesting. Individuals or groups who disrupt an event or fail to leave when asked are in violation of the Community Code of Standards and may be in violation of cooperating with university officials. These violations of university policy may result in university discipline. Disruption may also result in arrest and criminal charges such as disorderly conduct or trespass.

For specific events and during specific times of the year, UNC Asheville invites the public to join us at events and extends free speech and expression privileges during these events. Any individual or group who disrupts an event and is unwilling to respect university policy or to comply with the requests of university officials will be asked to leave UNC Asheville property. Failure to comply may result in arrest for unlawful trespass or other criminal violations.