Room Reservation

Perelman Quadrangle

Room Reservation

This form is for the reservation of space in the Perelman Quadrangle including performing arts facilities, green spaces, multipurpose spaces and non-academic events in central pool classrooms. The information provided will be sent to a Scheduling Coordinator who will process the request and reply via email. No reservations are considered final until a confirmation email has been sent by the Scheduling Coordinator. This form is for use by university clients only.

Items in bold are required fields.

Personal Information

First Name:
Last Name:
Person in charge of event:
Address 1:
Address 2:
City:
State:
Zip Code:
Mail Code:
Email:
Phone:
Fax:
Organization/Department:
Organization Type:	Student Group Facutly/Staff VPUL

Billing Information

Student groups are not billed for rooms, chairs and/or up to six 6' undressed tables. Other additional charges may apply and must be paid in advance. All other university organizations must provide a budget code (even if paying with an alternative method).

Budget Code:

Is your billing address different from your personal address?

Yes No

First Name:
Last Name:
Address 1:
Address 2:
City:
State:
Zip Code:
Email:
Phone:
Fax:
Mail Code:

Room Request

Is this a recurring event?

Yes No

Event Date:

How often will the event recur (events can not be scheduled for more than one semester at a time)?

Daily Weekly Biweekly Every 1st Week of the Month
Every 2nd Week of the Month Every 3rd Week of the Month
Monthly on a Given Date

Date:

This recurring event will...

Begin:
End:

Event Start Time:	AM PM
Event End Time:	AM PM
Event Pre-access Time:	AM PM
Event Post-access Time:	AM PM
Space (1st Choice):
Space (2nd Choice):
Space (3rd Choice):
Event Type:	Banquet Class Conference Lecture Meeting Party Reception Other

Please Specify:

Do you have a 2nd Request?

Yes No

Event Information

Event Title:
Event Description:
Do you want your event title and description to appear in the Penn Calendar?	Yes No
Number of Undergrads Attending:
Number of Grad Students Attending:
Number of Alumni Attending:
Number of Faculty/Staff Attending:
Number of Non-Penn Guests Attending:
Do you require accomodations for person(s) with disabilities?	Yes No

Please Specify:

Food and Beverages

Food and beverages are not permitted in classrooms. If refreshments are to be provided by the client, then the Perelman Quadrangle must be notified in advance. Additional housekeeping and/or guard coverage charges may apply.

Will food/beverages (including alchohol) be present/served?

Yes No

Food/beverages will be:

Catered by Perelman Quadrangle Provided by Organization
Catered by an Outside Caterer

A representative from the Perelman Quadrangle's catering service will contact you.

Please check below to indicate that you and the outside catering company have read, understand and agree to abide by the Perelman Quadrangle Caterer Guidelines.

Agree

Will alcoholic beverages be present/served?

Yes No

Clients hosting events with alcohol have additional responsibilities. In order to ensure positive enjoyment the client will be required to discuss the event with Office of Alcohol Policy Initiatives at 215-573-3525. Alcoholic beverages are not permitted in some campus facilities and kegs are not permitted in any Perelman Quadrangle location. Check below to indicate that you have read, understand and agree to abide by the University of Pennsylvania Alcohol Policy Initiatives.

Agree

Audio Visual

Room Configuration

Misc.

Completing this form does not create a reservation for, nor does it constitute University approval or confirmation of requested facilities or event services. This form shall not constitute a binding agreement for the use of University facilities. A Perelman Quadrangle representative will respond to all completed request forms in a timely fashion when:

1) All portions of this form have been completed.

2) Written confirmation has been received from Perelman Quadrangle, Campus Union and Performing Arts Facilities.

3) All required deposits or appropriate budget numbers have been received by the University. For certain events, a contract will be provided along with instruction for deposits and insurance requirements.

The Perelman Quadrangle reserves the right to reject event requests. If special event services are deemed necessary and assigned by the University, or if details of the event are altered by the Organization at any time, the University has the right to reassign space or to cancel the original reservation. Additional charges are associated with most special event services. These charges are the responsibility of the Organization and must be paid in full (or a 26-digit budget code must be submitted) prior to the event. Further, the Organization's use of the requested facilities will be subject to the following terms and conditions:

1) Organization agrees that it will be held financially responsible for all damages or harm to the facilities resulting from the Organization's use thereof.

2) Organization must comply with all applicable University policies, procedures, rules and regulations including, but not limited to, the University policies regarding the Use of Alcohol and Drugs, Non-Discrimination, Classroom Guidelines, Use of Facilities, Open Expression Guidelines, and Code of Student Conduct.

Upon submission of this form, you will be directed to a confirmation page where you may print a copy of this request for your records.

Will an admission fee, ticket and/or donation be required for entry?	Yes No
Has/will this event be publicized?	Yes No