Updated: Summer 2009

The facilities of Philadelphia University exist for the primary purpose of education and use of the University community. Priority for the use of academic facilities is given first to the University classroom needs and second to the programs and activities of University groups. University groups are defined as consisting almost entirely of students, clubs and organizations, faculty, administrators, staff or alumni of the University, whose primary activities are based at or directly related to the University. This also includes offices, departments and/or schools at Philadelphia University. The decision to permit or restrict the use of facilities by University groups will be based first on prior academic classroom commitment, then prior reservation. Reservations requested by University groups are taken on a first come first serve basis using the new Ad Astra web client online reservation tool.

All groups using University facilities must comply with University standards and policies. It is the responsibility of the University Reservationist, Director of the Campus Center and Student Activities and the sponsoring group, to make sure those standards are being met. Those groups failing to meet the standards or comply with regulations may be denied future use of University facilities. Those groups causing damages to University facilities may be charged accordingly.

The University will only reserve facilities to outside organizations that are affiliated with, have a prior relationship with and/or are sponsored by a University group. Approval of the reservations may depend upon the appropriateness and/or fit of the event with the larger mission of the University. The sponsoring group accepts responsibility for the event which includes all requests and logistics.

Approved requests and events unrelated to the University but permissible under the policy governing the use of University facilities may be charged fees including but not limited to set-up and breakdown, AV, staffing, catering, rental, etc.

Room Reservation Procedures

• The Campus Reservationist is located in the Kanbar Campus Center by the Welcome and Information Desk. They can be reached at phone extension x5346 or at Reservations@Philau.edu.
• All space requests MUST be submitted online at Philadelphia University’s Campus Reservations site located at www.PhilaU.edu/Reservations. No paper forms will be accepted after 9/30/2009.
• Philadelphia University’s Campus Reservations site can also be utilized to check space availability, check room resources, submit space requests and/or check the status of a request.
• The site is not used to schedule classes. All classes are scheduled through the Registrar’s Office.
• A room reservation is not confirmed by submitting an online request. Requests can only be confirmed / approved by the Campus Reservationist.
• Reservation requests operate on different status levels. When a request is submitted online it is at “Requested” status. If a request is approved it is then upgraded to a “Scheduled” status. If the request is not approved the request will be at a “Declined” status. If a reservation is cancelled it is at “Canceled” status.
• Email responses regarding all requests are sent to the requestor for the following purposes:
• To confirm the request has been received.
• To inform the requestor that there has been a change in the reservation (i.e. location change, time change, status change, etc.)
• Any space classified as a classroom, lab and/or design space can be reserved through the reservationist if the request is outside regularly scheduled classes. That information is first confirmed through the Office of the Registrar.
• The Ravenhill Chapel is considered a classroom, exhibition space and is reserved through the Office of the Registrar.
• The procedures governing the use of campus facilities shall apply to the use of outdoor spaces on University property. Factors that play a part in the approval of outdoor locations may include location of the event, time of the event, city ordinance and the proximity of the event to community neighbors, proximity of the event to classes and offices, noise control, etc.
• Utilization of campus facilities for the Philadelphia University community is free when used for University business. Special setups and unusual cleanups are subject to charges.
• Campus-wide social programming is strongly discouraged for clubs and organizations during reading days and the final exams period at the end of each semester.
• The Director of the Campus Center and Student Activities must approve all activities in the Kanbar Campus Center. A meeting / conversation to clarify event details may be required prior to event approval.
• The Director of the Campus Center and Student Activities must approve all events sponsored by student clubs or organizations. Requests must be as thorough as possible with the information provided so not to slow the process down. A meeting / conversation to clarify event details may be required prior to event approval.
• It is the responsibility of the sponsoring organization to make specific arrangements for services with Dining Services, Physical Plant and/or Media Services.
• All Physical Plant information as well as information on placing Work Orders can be found at http://www.philau.edu/plant/
• A Work Order must be placed in order to have the room set for your event. If a work order is not placed for room set-up there is no guarantee the room will be set appropriately for your event and/or that the appropriate furniture will be available when you arrive. When reserving a space please allow for an appropriate amount of time for set-up and break down.
• All Dining Services information as well as information on placing Catering Requests can be found at http://www.philau.edu/dining/
• when reserving a classroom for a catered event, during the Tuesday and Thursday break period, please allow at least a half an hour before and after the scheduled time to allow for set-up and breakdown. If not, Dining Services and/or Physical Plant have the right to refuse their services.
• All Media Services information as well as information about placing a Media Services Request can be found at http://www.philau.edu/OIT/mediaservices/
• Reservation requests can be placed for no longer than 1 semester ahead of time. All exceptions for requests further out on the calendar will be made by the Director of the Campus Center and Student Activities in conjunction with the Campus Reservationist.
• Requests for spaces considered academic spaces cannot be approved until academic calendars and schedules are confirmed.
• If an event is cancelled, postponed and/or the location of your event is moved please contact the Campus Reservationist immediately so that it can be adjusted accordingly in the system. It is also common courtesy to do the same for any special service requests that have been placed with Physical Plant, Dining Services and/or Media Services.
• In the event of a space conflict, priority will always be given to the group who has the reservation confirmed and at “Scheduled” status. This should be reflected in the email to the requestor, which can be printed out. As stated in the policy above, “Reservations requested by University groups are taken on a first come first served basis”. If a group wishes to use a space that is already reserved they must do the following:
• Contact the University Reservationist prior to any online submission.
• The requestor must then contact the organization that holds the current reservation to request the release of the space.
• If the sponsoring organization agrees they must contact the Reservationist to inform him/her of their decision and work out the details of moving to another space.
• If there is still a conflict regarding the situation, all concerns can be directed to the Director of the Campus Center and Student Activities who may consult with the Dean of Students on decisions.

Office of Student Activities
Phone: 215.951.2744
Fax: 215.951.2615
Email: studentactivities@Philau.edu