Facility Rental Requirements

Facility Use Agreement:
UNT Rentals will not require a contract but will be confirmed prior to booking through email communication. Contract for third party rental will need to be agreed upon and signed by both parties in order to confirm the use of space and secure date(s) and times for facility rental of the UNT CoLab.
Payment may be arranged through an IDT for UNT rentals. Checks and credit cards are also accepted.

General Liability Insurance Requirements:
UNT organizations will be self-insured through the University for General Liability (assuming low level of physical risk/exposure during the event).

Non-UNT: Lessee will provide commercial general liability insurance not to be less than $1,000,000.00 per occurrence and $2,000,000.00 aggregate naming the University of North Texas System and the University of North Texas as additional insured.

General Liability Insurance may be purchased through the University. Rates vary depending on the type of event and may be purchased through the following link. Click on ‘Quick Quote’ to enter details.

Alcohol may be served at a function taking place after 5 p.m. A Security Evaluation must be submitted to the North Texas Police Department to determine if a security guard will be required at an event with alcohol. Metzler’s is the supplier for alcohol to the University of North Texas. Any events with alcohol must be served by at TABC certified server. Metzler’s is available for bartending events, and requires a minimum of three hours or $75 for a server.

Food Safety:
Verde is the Preferred UNT Caterer. Additional catering providers may be utilized, as long as the below information is submitted and approved in advance of the event.

All food items, including beverages and snacks, must be pre-approved by Risk Management. Texas Food Establishment Rules do not allow serving food from unapproved sources or private kitchens; therefore all food, beverages, and snacks must be pre-packaged items purchased from a grocery store, etc. or catered from UNT Dining Services or a restaurant. If food, beverage, and snacks are catered from a restaurant, a copy of the current health permit must be on file with Risk Management and a Temporary Food Service Application must be completed and filed by the event organizer.

UNT Police may be hired for security purposes, should the nature of the event require a security presence. Determination for security requirements will need to be confirmed with the CoLab Director. Requests should be submitted no less than 2 weeks prior to the event date. The minimum scheduling charge is $100. Please see all details on UNTPD’s website and fill out a Security Request. https://police.unt.edu/events

The following equipment is available for use during events

  • Folding 6 ft. banquet tables – qty. 11
  • Bar height cocktail tables – qty. 3
  • Black linens
  • Green folding chairs – qty. 100
  • Black stacking chairs – qty. 25
  • Podium
  • Wireless mic
  • Lavalier mic - wireless
  • Sandwich Board Poster Easel – double-sided fits 24” by 36” posters
  • Standing Easel – qty. 2, fits 8.5” by 11” sign
  • Music Stands – qty. 6
  • Stanchions – qty. 6
  • Two restrooms located at the back of the facility.
  • A refrigerator is available. Packaged ice will need to be supplied.

Maximum occupancy for events is up to 100 people for a reception-style event. Seated event occupancy will vary. Upstairs Mezzanine occupancy should be kept below 40. Use of Space for Mezzanine per City of Denton, is administrative use therefore should be utilized as auxiliary space, unless specific activities are cleared with the UNT CoLab Director.

Main entrance at the front of the building is double doors, larger items may be brought in through the front. The back door is available for loading, located on Cedar Street. Small dollies are available for loading.

Street parking is available around downtown. There is street parking in the front and on the side of the building on Pecan Street. All street parking downtown is labeled as 2 hour parking, 8-5 Monday – Friday.

There is a free City of Denton parking lot at the corner of Cedar and McKinney, behind the UNT CoLab. In the event that the free lot is full, overflow parking is available after 5 p.m. and on the weekend at the City of Denton Developmental Services Building located at Elm and McKinney.

Building attendant will be on-site to assist with facility use during event.

Open Flames:
Open flames, candles, and other flammable items are not allowed in the building. Sterno gel canisters may be used for catering purposes if properly contained and secure (in a stable metal pan).

Items may be able to be hung on the walls with appropriate gallery hooks or T-pins, or other temporary means. Please coordinate with Director on the requested use to hang items in the space during event. It is the responsibility of the party renting the facility to clean up and properly dispose or remove all event decor at the conclusion of the event.

The following are not approved for use in the facility: glitter, confetti, silly string, or any other items that require extensive clean-up.

Trash Removal:
Trash should be properly collected at the conclusion of the event and disposed of in the green container located at the back corner of the building.