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Request for Outdoor Reservations Process
Welcome to College Houses & Academic Services’ outdoor space reservation page.
As of April 5, outdoor space reservations are no longer available for AY 2023-'24. Reservations will be available again beginning in Fall 2024.
College Houses & Academic Services (CHAS) manages several outdoor reservable spaces, available to University departments, recognized Student Organizations and Outside Organizations affiliated with the University. This page outlines the process for applying and being approved to use College House outdoor spaces. After reviewing this form, if there are additional questions, please email us at chas@collegehouses.upenn.edu.
Process
- The form below must be submitted no less than TWO weeks prior to the proposed event.
- The submitted form will be reviewed by CHAS and other campus offices.
- The applicant will receive a response from CHAS within 5 days of submitting the request.
Expectations
Completing this form does not create a reservation for the space, nor does it constitute the approval or confirmation of requested outdoor space(s) by CHAS. The Organization's use of the requested space(s) will be subject to the following terms and conditions:
- The reservation of CHAS outdoor spaces is limited to University departments, recognized Student Organizations and Outside Organizations affiliated with the University.
- Alcohol is not permitted.
- No solicitation, sales, or recruitment is allowed on College Houses premises in order to avoid disruption of University operations, and for the safety and privacy of faculty, staff, visitors and students. The relevant policies can be found at https://residential-services.business-services.upenn.edu/policies.
- Organization agrees that it will be held financially responsible for all damages or harm to the space(s) resulting from the Organization's use thereof.
- Organization must comply with all applicable University policies, procedures, rules, and regulations including, but not limited to, the University policies regarding Use of Alcohol and Drugs, Non-Discrimination, Campus-Wide Open Space Policy & Procedure, Use of Facilities, Open Expression Guidelines, Code of Student Conduct, and the university’s COVID Guidelines.
- Requests will not be approved during certain critical time periods such as the Move-In period, New Student Orientation and first week of school (August/early September), and the end of semester (late April/May), with possible exceptions for University departments performing official functions.
- Only one request for outdoor space per Organization or University department will be approved within a two-week period.
- Regardless of the reservation timeframe, please note that any type of amplified sound can only be played: Sunday through Thursday from 2:00 p.m. to 8:00 p.m.; Friday and Saturday from 2:00 p.m. to 10:00 p.m. Additionally, amplified sound will not be allowed in Hamilton Village locations on Friday evenings and/or Jewish religious holidays in order to avoid disrupting services at Steinhardt Hall.
- All Student Organizations using space(s) must have a Registration Form on file with the Office of Student Affairs, https://osa.vpul.upenn.edu/clubs/.
- Organizations are responsible for coordinating security, food, and housekeeping.
- If your event is altered, your Organization has a responsibility to inform CHAS within 48 hours of the scheduled event.
Available Spaces
