Reservation Process

Early Application Processing Period

• Considering the volume of applications Space & Events receives at the start of each application cycle, applications for each semester open the semester prior to allow for adequate processing time.
• During the processing period, we process requests based on the priority schedule below.
• After the initial processing period, events are processed on a first-come, first-served basis.
• During the early application period, the space availability feature will not be active, meaning all spaces will show as available without conflict. Without accurate space availability, you must receive a Tentative Space Hold after your organization’s processing timeline to move forward with planning. Applying for space is not a confirmation of event feasibility during this period.

Priority of Application Processing

University Life Space & Events processes applications in the following order of priority:

1. Penn Traditions

2. Registered Student Organizations (RSOs)

3. Departments & Penn-Affiliated Events (Department, School, and Center meetings and events)

First-Come, First-Served Application Period

This period comes once we have processed all early applications for the following semester. During this period, the space availability feature will be active, meaning spaces will accurately show availability. After the event organizer has applied, the Events Team will still need to manually review and process your event for feasibility.

• • Please allow up to 10 business days to hear back from us during the academic calendar.
  • Please allow up to 7 business days to hear back from us during the summer.

We encourage you to submit your application as soon as you have the required information to ensure you receive the most appropriate space for your event needs.

Complex events (conferences, banquets/galas, guest speakers, etc.) may require additional coordination time.