University Life Space & Events Policies

All student organizations are required to register social events with alcohol, regardless of where the event will be held. Learn more and register your event here. The Program Coordinator for Community Care must review and confirm all student-hosted events with alcohol. Please allow extra time to ensure the proper arrangements and permissions are obtained if alcohol will be present at your event.

The University Alcohol and Other Drug Policy will be adhered to in all Space and Events facilities. This includes, but is not limited to, the following regulations:

• Space and Events and Platt Performing Art facilities are not licensed to sell alcohol at events. No exchange of money can occur within these facilities when alcohol is present.
• The possession and/or consumption of alcoholic beverages by persons under the age of twenty-one on properties owned or controlled by the University or as part of any University activity is prohibited.
• At any event at which alcohol will be served, sufficient quantities of non-alcoholic beverages and food must also be available to guests without cost.
• Kegs are NOT permitted in Space and Events administered spaces.

Violators of the University Alcohol and Drug Policy will be subject to University disciplinary procedures.

Pedestrian Bikes are not permitted in the building and must be locked up outside on a bike rack. Bikes cannot be locked to railings or other equipment. Any bike locked to a railing for more than 24 hours will be removed by Campus Security. Scooters and other recreational modes of transport cannot be ridden inside the building.

There are several cancellations/no show procedures that must be followed depending on your reservation. A failure to do so may result in charges associated with your event as scheduled. To cancel your event, please notify the Event Coordinator assigned to your event.

• Telephone cancellations must be made during ULSE office hours with the Event Coordinator or Events Manager.

For an event with additional staff including but not limited to Space and Events, University Housekeeping, Allied Security, or Penn Police, the client must cancel at least five business days prior to the event. Any client that fails to do so will be subject to all staffing charges associated with the event.

• Any organization that does not show up for their event will also be subject to all staffing charges associated with the event.

Organizations may be permitted to hang decorations in the room reserved for their function provided that they obtain the approval of Space and Events and Platt Performing Arts Facilities event coordinator assigned to their event.

• Only wall putty or masking tape is to be used to hang decorations.
• Tacks, nails, or scotch tape may not be used on building surfaces.
• Helium balloons must be secured and weighted.
• Banners are to be hung by Space and Events staff only and prior arrangements must be made with an Event Coordinator.
• Decorations are not permitted in the public areas of the building.

Any organization that hangs decorations without permission or fails to remove decorations at the conclusion of their event will receive a written warning and will be charged for the housekeeping time necessary to remove the decorations. Space and Events makes every effort to keep the buildings in good condition. Any organization that damages the facilities, its furnishings, and/or equipment will be held financially responsible and may lose reservation privileges.

Under special request, Space and Events may open Houston Hall, Irvine, and the ARCH as early as 7:00am. Requests earlier than 7:00am cannot be accommodated. You must notify your Event Coordinator of this request at least 4 weeks before the date of your event. Requests with fewer than 4 weeks notice cannot be accommodated. This convenience is a staffing labor request and will be charged as a $270 Extended Time Fee.

Catering Guidelines

• There are no kitchen facilities for use by outside groups in spaces managed by Space & Events. If your event requires a food prep area, please speak with your assigned Event Coordinator to determine the best option. 
• Propane stoves and/or open flames–including candles and stovetop cooking flames–are not allowed in any university building.
• Using candles completely enclosed in holders must be approved in advance.
• Sternos are permitted.
• Any cooking equipment that might cause smoke will not be permitted.
• All outside caterers must provide a fire extinguisher at their expense that is easily accessible during their event.
• Any additional electrical equipment requirements (such as for electric stoves and warmers) must be prearranged with your assigned Events Coordinator.
• The caterer must bring in all equipment and supplies on the day of the event and they must be removed at the conclusion of the event. Advance deliveries will NOT be accepted.
• Water/liquid/ice must be obtained from and disposed of in locations identified by the Building Manager on duty. Coffee grounds should be disposed of in trash cans.
• Excess ice must be removed immediately from the event and disposed of at the direction of the Building Manager on duty. Ice should be in tubs and should not be positioned on any floor surface.
• Caterers are expected to clean all spills made by their staff or equipment.
• Caterers must clear all tables and bag all trash after the event. Trash cannot be placed in facility trash cans for removal by Space and Events housekeeping. Caterers are expected to either remove the trash from the campus in their vehicle or place trash in the designated outdoor trash dumpster/compactor, as directed by the Building Manager on duty. Space and Events will not supply carts for transport. A $100 fine will be charged to the credit card on file if the caterer fails to comply with this policy.
• Equipment and prep tables cannot be placed in stairwells and cannot block any means of egress (hallways, doors, restrooms, etc.). These items must be kept out of public view.
• Prep area (based on availability) used as staging areas (and screens/drapes for caterers) must be requested and approved in advance.
• Use of the loading dock must be pre-arranged with your assigned Event Coordinator.
• Catering trucks will be given a maximum of 1 hour to unload and 1 hour to pack up.  Between unloading and pack up, the vehicles must be moved to another parking area. Loading arrangements must be made in advance with your assigned Event Coordinator.
• Space and Events/University of Pennsylvania will not be responsible for any lost or stolen equipment.
• Liquor must be delivered to the caterer and brought to Space and Events facilities by the caterer on the day of the event. Excess liquor must be removed immediately after each event, as with other catering equipment.
• Alcohol may only be served by a trained bartender, who must request I.D. from any persons who they do not believe to be 21 years old.

If the facility used is not cleaned up to Space and Events management staff’s satisfaction, a $100 fine will be charged to the client.

Please allow extra time to make sure the proper arrangements and permissions are obtained if alcohol will be present at your event. In order to obtain permission to serve alcohol on the premise, the caterer must reach out to the Associate Director of Community Care.

Catering Tent Guidelines

• Tents used for cooking and heating of food must be used exclusively for that purpose.
• Cooking tents must be twenty feet from other tents and any building.
• All outside cooking must have plywood under the cooking apparatus to protect the surface.
• A minimum of two fire extinguishers must be prominently mounted and available for immediate use in each cooking tent.  One extinguisher must be behind the serving area.
• Ovens and ranges fueled by electricity or compressed gas are permitted for cooking under the tent.
• Compressed Gas: cylinders must be secured at least 10 feet from all tents and buildings.  Protective caps must be in place on any cylinder not in use.  All applicable sections of the Philadelphia Fire Code, Chapter 30 “compressed gasses” must be followed.
• Electricity: Generator must be 10 feet from all buildings. (NOTE: keep related fuel at a safe distance from generator and heat).

Events with food and catering typically require additional housekeeping billed as a cost to the client. Please consult the information below to learn more about our food and catering policies in relation to housekeeping fees. Please keep in mind that housekeeping fees will vary depending on whether your event is coming to us through a Registered Student Organization, a University department, or an external entity.

Where Food is Permitted

Food is permitted in all University Life Space & Events spaces except for Irvine Main Hall. Food and drink is not permissible in classrooms. There are some classroom buildings that will allow for food outside of the classroom (in the hallways or lobby areas). Please speak with your Event Coordinator for more details.

Fees

• The required housekeeping fee for events with food is $59.26/hr with a 2-hour minimum.
  • Events with alcohol will have a housekeeping charge for the entire duration of the event regardless of caterer.
• Any food on College Green, Penn Commons, or other outdoor spaces, regardless of the provider, is subject to the Urban Park Housekeeping Fee of $76.79/hr.
• Any classroom usage outside of building hours will be subject to the housekeeping fee of $59.26/hr with a 2-hour minimum.
• Large-scale cendor fairs (15+ tables), regardless of food served, will be subject to the housekeeping fee of $59.26/hr with a 2-hour minimum.
• Any food not provided by Bon Appetit will be subject to the housekeeping fee of $59.26/hr with a 2-hour minimum. This is the rate for student groups. Department and external events are subject to higher rates.
  • Light refreshments for a small number of guests are excepted from this rule. However, both of the standards must be met: small refreshments for a large number of guests will still be subject to the housekeeping fee. Please contact your Event Coordinator for more information or clarification.

Bon Appetit Catering

• Food catered by Bon Appetit with a guest count under 125 will have the housekeeping fee waived and will also have the cost of tables for food display waived.
  • Bon Appetit catered in the lobbies/hallways of classroom buildings will still be subject to the housekeeping fee, but the cost of tables for food display will be waived.
• If an event’s guest count is greater than 125, regardless of Bon Appetit catering, the event will be subject to the housekeeping fee but the cost of food-display tables will be waived.

After 8pm, all doors to Houston Hall are locked except for the center door facing Penn Commons. After 9pm, all guests inside the building and all guests who enter the building will need to show their PennCard or state their reason for entering. Non-PennCard holders will only be allowed into the building if they are attending an event or are purchasing from Insomnia Cookies.

There are restrictions on the use of amplified sound for indoor and outdoor events.  Amplified sound (other than a microphone for spoken word) is generally not permitted in small meeting rooms or classrooms due to the potential to disrupt other events.  Special arrangements can be requested in advance with the Event Coordinator of Space and Events and VPUL Performing Arts Facilities. In addition, Space and Events and Platt Performing Arts Facilities reserve the right to request adjustments to any amplified sound level to accommodate other events that may occur at the same time.

Amplified sound is not permitted on College Green or Penn Commons before 5:00 pm on weekdays. At all other times, amplified sound in both locations must be kept below 85 decibels.

For your safety and the safety of your guests, open flames are not permitted inside buildings. Using candles enclosed in glass votives entirely covering the flame may be approved for special events if requested in advance.  The organization will be responsible for all charges associated with labor necessary to remove any candle wax from the floor, carpet, or furniture.

For Those Obtaining a Certificate From Their Current Carrier:

Please list The Trustees of the University of Pennsylvania, Space and Events as an “additional insured” for the date(s) of the event. Facility User agrees that, at its own cost and expense, it will procure and continue to enforce the following insurance coverage during the Term of this usage agreement:

Commercial general liability insurance on an occurrence basis covering property damage and personal or bodily injuries, including any period during which Facility User is engaged in preparing the Premises for the event or during post-event activities, and including all damage to or from signs, glass, fixtures, or other appurtenances now or hereafter erected by or placed, on or about the Premises during the Term of this usage agreement, with minimum limits of $2,000,000 for personal and bodily injury to or death of any one person, $2,000,000 for personal and bodily injury to or death of more than one person in a single occurrence, and $1,000,000 for property damage.

For Those Needing to Purchase Event Insurance:

External users who need insurance will be directed to the TULIP Webpage by the Space and Events Team.

Please follow these steps to apply for event insurance:

• Users will log in.
• Users will complete an application form and pay via credit card for their coverage. 
• For low-risk events (these will be available as options in the dropdown menus), applications can be completed entirely online. For high-risk events (these are not available as options in the dropdown menus), applications can only be filed via fax. These events are individually underwritten. You must allow at least 10 days from the date of your complete application is received for a quote. If your  application is not complete, there may be additional delays.
• Upon completion of the application and payment, a copy of the Certificate/Binder of Coverage will be sent via e-mail. To obtain a complete copy of the policy with the terms, conditions, and exclusions, you must contact TULIP at tulip@ajgrms.com or (800) 333-3231.

For all events at the institution, The Trustees of the University of Pennsylvania, must be named as an “additional insured.”

Payment With University Budget Code

University and University-sponsored organizations will be required to provide a 26-digit UPenn Budget Code prior to the event. Once the charges have been finalized, a detailed invoice will be sent to the organization’s contact or budget administrator listed on the reservation application. All event charges will be billed to the budget code provided by the organization.

If substantial costs are estimated for an event, Space and Events and Platt Performing Arts Facilities reserve the right to bill the total estimated cost to the provided budget code prior to the event.

Payment for Non-Penn Organizations (External)

Non-Penn organizations must pay the estimated charges for their event at least 10 business days prior to their event start date.  Payment may be made via money order, cashier’s check, or credit card (VISA, MasterCard, American Express, or debit card). If payment is made with a personal or corporate check, the check must be received at least two weeks prior to the event. If all estimated charges are not paid in advance under the conditions outlined above, the event will be canceled.

If the actual event charges exceed the estimated charges, the organization will be billed for the remaining balance. Payment must be made in full within thirty days of the billing date on the invoice or the organization will lose reservation privileges for our spaces until the account has been settled. At that time, a second invoice will be issues. If payment is not made in full within thirty days of the billing date on the second invoice, all upcoming events for that organization will be canceled and reservation privileges will not be reinstated until the account has been settled.

Notices (flyers, posters, etc.) may not be posted on walls, doors, or woodwork. Materials posted on building surfaces will be removed and thrown out. There are approved bulletin boards on the first and third floors of Houston Hall. Easels may be obtained from Space and Events and Platt Performing Arts Facilities for posting notices pertaining to events taking place on the premises.

All student social events must be registered with the Office of Student Affairs in accordance with University Life Event Registration Guidelines. These guidelines pertain to events occurring on campus, at an off-campus residence, or at a third-party venue. These guidelines also pertain to events with and without alcohol.

Please be aware that smoking is not permitted inside or within 20 feet of any University building.  It is the responsibility of the event host and other organizers to ensure that smoking does not occur at the event.  Under no circumstances may smoke detectors or other fire safety devices be covered, wrapped, tampered with, or damaged.

The University of Pennsylvania is committed to maintaining a healthy and safe learning, working, and living environment for all members and guests of our community. It therefore is the policy of the University of Pennsylvania that all smoking and tobacco use (including the use of smokeless tobacco) is prohibited in all University buildings and facilities, including but not limited to any meeting rooms, community areas, performance venues, and private residential space within University of Pennsylvania housing. Smoking and tobacco use is also prohibited in all University of Pennsylvania vehicles (owned or leased), regardless of location. Finally, smoking and the use of tobacco products is prohibited on any University of Pennsylvania property, including but not limited to outdoor spaces (such as College Green, Shoemaker Green, Locust Walk, etc.), as well as parking lots, paths, fields, sports/recreational areas, and stadiums. Where University of Pennsylvania buildings are adjacent to public sidewalks or streets, smoking and the use of tobacco products is prohibited on those public sidewalks and streets within twenty (20) feet of the entrance to the building. The tobacco policy covers all smoking methods, including but not limited to the use of electronic smoking devices (e-cigarettes, e-cigars, e-pipes) and hookah-smoked products.

Tabling offers Registered Student Organizations the opportunity to promote themselves. To table in Houston Hall, a formal application is required and tabling is only permitted in the lobby. Tabling on Locust Walk is managed by the Office of Student Affairs.

Houston Hall and the Penn Commons are NOT rain locations for tabling on Locust Walk. Tables that are set up in ULSE spaces without approval from ULSE will be asked to be taken down immediately.

Those who wish to set up tents must follow the guidelines from Fire & Emergency Services.

Waste management and recycling is managed by Penn Facilities & Real Estate Services (FRES). Please find their information and guidelines here.