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Event/Visitor Planning

This page under development.

Note: If speakers/guests are to receive an honorarium, the Independent Contractor paperwork must be done first.

For instructions on airfare, or to issue an advance or reimbursement, see Guest Travel.

Catering/Dining

If the charge is over $5000, it must go through a PO.

If the charge is under $5000, it can be paid on pcard or voucher. However, any terms and conditions must go through a Purchase Order. The PO should be for $0 and include the note “Please review and return contract. We will pay via pcard/voucher.” This also applies if the company requires a signature.

For events held at a restaurant: Most local restaurants are willing to send an invoice after the event, which can be paid either with a pcard or voucher. If the pcard holder is at the event, they can pay then. If the host holds a Travel and Expense card, they can use that.

Alcohol cannot go on the pcard under any circumstances, but can go on a T&E card.

Panera

Setting up a Panera Account with a Pcard

Local Hotels

Note: If the hotel requires a signed contract or the total expenses might go over $5000, it must be processed as a Purchase Order.

If you plan to use a pcard, you must get pre-approval.

We are exempt from state sales tax, but not local (county/city).

AC Hotel by Marriott

This is the Marriott on Rosemary Street. We have an account with them as “ENVR SCI AND ENGINEERING.” Call them at 919-969-2800 (option 2, Billing) to make reservations and they will send an invoice.

Note for vouchers: The vendor ID is 0000094509.

Aloft Chapel Hill

Email Richard.Cassidy@marriott.com, Marika.roby@marriott.com, and Charlotte.Price@marriott.com to book on someone’s behalf. Include the direct billing form. The hotel will send an invoice.

If the guest is booking on their own, they should navigate to aloftchapelhill.com and enter corporate code U6N to get the discounted rate. They will enter the rest of their information as they would for a typical hotel booking.

Note for vouchers: Vendor ID is 0000046205.

Carolina Inn

Make sure you have an Inn Club number. Call 919-918-2726 to make the reservation. You can also make it online, but you will have to put in a fake credit card number. Afterwards, fill out the billing form with the reservation number, accounting info, and visitor’s information. Carolina Inn will bill us through UNC’s financial systems. Make sure the fiscal office gets a copy of the information.

Hampton Inn – Carrboro

Call 919-969-6988 to book a room and identify as Environmental Sciences and Engineering. They will invoice us.

Note for vouchers: Vendor ID is 0000045355.

Hyatt Place – Southern Village

This requires a pcard. Make sure to get pre-approval.

Call 919-929-9511 and select reservations. You will be transferred to a national reservation line to make the reservation.

Complete the the credit card authorization form under “Customer Service” at the bottom of their website: help.hyatt.com/en.html

  • Select “Other”
  • Enter “room charges only” and “no tax”
  • Indicate you are paying with a UNC tax exempt card.

Parking

  • Dauer Drive Visitor Spaces are controlled by the Dean’s Office. Terms and conditions apply. Contact any of the administrative assistants in the Dean’s Office
  • Dauer Drive Service Permit Spaces can be used for up to 2 hours. The permit is stored in 148 Rosenau; email Robin Whitley.
  • Dogwood Deck coupons are available in 148 Rosenau. Email Robin Whitley. If you need a large number of coupons, you can request them directly from DTP.

As of Aug 15, 2019, weeknight parking is no longer free. DTP describes options available for both individual visitors and events, as well as a map, at their weeknight parking page.

Renting Space for an Event

If the charge is over $5000, it must go through a PO.

If the charge is under $5000, it can be paid on pcard or voucher. However, any terms and conditions must go through a Purchase Order. The PO should be for $0 and include the note “Please review and return contract. We will pay via pcard/voucher.” This also applies if the company requires a signature.

Taxi Service

If you plan to use a pcard, you must get pre-approval.

  • Brad’s Transportation: 800-467-3302 or 919-493-8180 – If the guest is important, book in advance and mention it is a VIP so they will dress up a little.
  • AirportAccess Taxi Service: Use on short notice when Brad’s is unavailable. 919-493-8181 or airportaccess@aol.com. Say in email that it needs to be billed and include all the details for pickup and dropoff.
  • A1 Execucoach: Woody Pickard, 919-225-2189 (for VIPs)
  • Ecostyleusa.com
  • Carolina Livery

Information to give to visitors

SPH Visitor Information – contains directions, parking instructions, hotel information, and more.
What to Do in Chapel Hill – Local attractions
Visit Chapel Hill – Official tourist site

Resources

Meeting Planning Guide – Chapel Hill’s official site with more links to hotels, restaurants, catering, etc.
Meeting and Event Planning – UNC Finance
Restaurants and Catering – spreadsheet of local options with details on space

Templates and Checklists

Checklist for Guests and Seminars
Guest Itinerary template
Seminar Flyer Template 1
Seminar Flyer Template 2
Seminar Flyer Template 3 (colorful swirling cloud background)
Seminar Flyer Template 4 (dark background)