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Room Reservation Policy
Updated: Fall 2007 Director of the Campus Center and Student Activities
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 any group sponsored by faculty, staff or students. It also includes offices, departments and/or schools at PhilaU. 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 by another University group. Reservations requested by University groups are taken on a first come first serve basis. 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.
All groups using University facilities must comply with University standards and policy. 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 damage to University facilities will be charged accordingly.
The University will only reserve facilities to outside organizations that are affiliated with and/or sponsored by a University group. Approval of the reservation will depend on the appropriateness and/or fit of the event with the larger mission of the University. The sponsoring group will then accept responsibility for the organization and/or program. The sponsoring group must then carry out all reservation procedures. Alumni of the University are required to use the Alumni Office as the University Sponsoring group. Groups sponsoring activities judged to be unrelated to the University but permissible under the policy governing the use of University facilities may be charged appropriate fees (i.e. set-up fees, catering fees, media service fees, etc.).
The Department of Student Activities is not responsible for the reserving of space for weddings at Philadelphia University. Requests for facilities for weddings will only be approved through the Alumni Office during the Summer months. Alumni Relations will then be considered the sponsoring office and follow the appropriate guidelines as stated throughout this document.
Room Reservation Procedures for Philadelphia University
- All facility/room reservations must be made through the University Reservationist located in the Kanbar Campus Center, extension x5346 or at Reservations@Philau.edu.
- A Room Reservation form must be submitted to the Reservationist for a request to be considered. Room Reservation forms can be requested from the Campus Reservationist.
- Inquiries regarding room availability over the telephone and/or by email do not confirm a reservation nor do they guarantee the retention of the space for the event.
- A room reservation is not confirmed by submitting the form. A reservation is confirmed when confirmation is returned to the requestor by the reservationist.
- A space may be put on “HOLD” over the phone and/or by email at the discretion of the Reservationist. The Requestor then has 5 business days to submit the appropriate form. If after the 5 days a form has not been received the space will be released.
- If a request is placed within 5 days of the requested date, a form is due immediately and a “HOLD” will not be placed.
- Any space considered 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, display and/or lab space and is reserved through the registrar’s office during the Fall and Spring semesters. During Summer I and Summer II sessions the Ravenhill Chapel is reserved through the Alumni Relations Office only.
- The procedures governing the use of campus facilities shall apply to the reserving and use of outdoor spaces on University property. Location of the event, time of the event, City ordinance and the proximity of the event to community neighbors, classes and offices in use impact approval and control of outdoor events.
- Utilization of campus facilities for the Philadelphia University community is free. Special setups and unusual cleanups are subject to charges.
- No campus-wide social programming will be approved on 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 events sponsored by a student club or organization at least 2 weeks prior to the event. Please be as thorough as possible with the information provided so not to slow the process down. A meeting to clarify event details may be required before final 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 future events and/or series of events. 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.
- 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 Reservationist immediately so that they can cancel and/or adjust the information 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 conflict, priority will always be given to the group who has the reservation confirmation and has received the proper paperwork. 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 with the request.
- 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
