Policies

Student events must be registered in accordance with University Life guidelines

The Director of Alcohol and Other Drug Program Initiatives must approve ALL University events in which alcohol is served.  Please allow extra time to make sure the proper arrangements and permissions are obtained if alcohol will be present at your event.  The alcohol permission request form can be found at: https://www.vpul.upenn.edu/secure/alcohol/forms/pqevents/. The University Alcohol 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.

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 normal business hours with the Event Coordinator, Administrative Assistant and/or the Scheduling Coordinator.

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.

Posting Materials (flyers, posters, etc.)Notices (flyers, posters, etc.) may not be posted on walls, doors, or woodwork.  Materials posted on building surfaces will be removed and thrown out.  Easels may be obtained from the Space and Events and Platt Performing Arts Facilities for posting notices pertaining to events taking place on the premises.

Decorations
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.

Space and Events provides a minimum of 12 tables (which includes prep tables with no linen and serving tables with linen) for Space and Events approved events. Outside caterers are not permitted to provide rented furniture. There are no kitchen facilities for use by outside groups in the Perelman Quadrangle.

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 the Space and 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, not sink drains.

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. Perelman Quadrangle 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.

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.

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 the Perelman Quadrangle 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 the Space and Events Coordinator.

Space and Events/University of Pennsylvania will not be responsible for any equipment lost or stolen.

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 he/she does not believe to be 21 years old.

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 Director of Alcohol and Other Drug Program Initiatives.  The website for the permission form can be found at: http://www.vpul.upenn.edu/alcohol/pq/pq_form.php.

Catering tents:

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).

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

For your safety and the safety of your guests, open flames are not permitted in the 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 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 Web site https://tulip.ajgrms.com/ by the Events Office. This insurance page can be accessed through www.perelmanquad.com under “plan event.” They will log in, complete an application form and pay by credit card for their coverage. Upon completion of the transaction, you will receive via e-mail a copy of the Certificate/Binder of Coverage. To obtain a complete copy of the policy with the terms, conditions and exclusions of the policy, you must contact: tulip@ajgrms.com or (800) 333-3231.
For all events the institution, The Trustees of the University of Pennsylvania, must be named
as an “additional insured.”
High Risk activities (those not listed in the drop down boxes) must have an application filed
by 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 you’re on line or hard copy application is not complete, there may be additional days.
Instructions:
1. You must go to the Web site: https://tulip.ajgrms.com/. You will need to log in, complete an application form and pay by credit card for your coverage. For all low risk events (they appear in the drop down box) you should be able to complete your transaction in one web session. Costs are based upon the risk of the activity, the number of days of the activity, the alcohol liability, participant coverage, etc.
2. Upon completion of the transaction, you will receive via e-mail a copy of the Certificate/Binder of Coverage. To obtain a complete copy of the policy with the terms,conditions and exclusions of the policy, you must contact: tulip@ajgrms.com or (800) 333-3231.

Payment With University Budget Code

University and University-sponsored organizations will be required to provide a 26-digit University 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 account number 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 University account number prior to the event.

Payment Without University Budget Code

University organizations without an account number and non-University organizations must pay the estimated charges for their event at least ten business days prior to their event start date.  Payment may be made in cash, 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 the buildings until the account has been settled. A second invoice will be mailed at that same time.  If payment is not made in full within thirty days or 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.

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.

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 is are approved bulletin boards on the 1st and 3rd floor of the buildings. Easels may be obtained from Space and Events and Platt Performing Arts Facilities for posting notices pertaining to events taking place on the premises.

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.

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 something from Insomnia Cookies