Guidelines for Determining Drexel University Facility Usage
A guide for internal and external event planners to determine if an event is
University Sponsored, Co-Sponsored, or External
Events are coordinated through the Office of Event & Conference Services. Event Services strives to provide
services and facilities to the Drexel University community. However events may be initiated either from a
Drexel University Academic or Service Department or from an external source.
Table of Contents
I.
II.
III.
IV.
V.
User Definitions – Detailed explanation of all categories of events at Drexel University
• University Academic Activities
• University-Sponsored Events
• University Co-Sponsored Events
• Non-University/External
Event Checklist and Guideline – How to determine into which category your event falls
Event Planning Guide – Next steps to plan your event
Summer Conference Housing
Contact Information and Additional Resources
I. User Definitions
A. University Academic Activities:
University Academic Activities are activities or events directly related to the instructional mission of the University.
Examples include: credit-bearing classes, programmatic activities relating to academic course work and
faculty/administrative departmental meetings.
B. University-Sponsored Events:
University-Sponsored Events are activities organized and run by faculty, staff, and offices/departments that are planned
primarily for members of the Drexel University community and/or the benefit of the University. Examples include:
athletics events, recreational activities, student programming activities, faculty and staff development, commencement,
convocation, open houses, recruitment events, guest lecturer. Attendees of these types of events include members of the
community, faculty, staff, students, guests and alumni.
C. University Co-Sponsored Events:
University Co-Sponsored Events are academic programs, conferences, retreats and/or meetings involving two entities: a
University entity (academic department or administrative unit or recognized student organization) and an outside
organization (such as a professional association in which the University holds membership or maintains a relationship that
directly benefits the University community or community-based organization.)
University Co-Sponsored events will involve a contractual arrangement with the University. The partnering outside
organization will be required to sign a facility usage agreement outlining the terms for use of university venues and
provide proof of liability insurance as outlined in the terms of the facility usage agreement.
The following criteria must be met in order for an event to be considered a Partnership/Co-Sponsored event:
•
•
The appropriate University officer with the financial authority must contact the Event & Conference Services
Office (email is acceptable).
A member of The University’s academic or administrative unit must be designated as the “University Host.” This
individual must be designated a minimum of 10 working days in advance of the activity, and is responsible for:
 Assistance in planning the program and preparing a budget that details expenses and revenue;
 Contacting the Event & Conference Services Office to confirm venue availability;
 Attending the event in its entirety to ensure that it is conducted in accordance with University policies and
safe/proper use of facilities.
E. Non-University/External Events:
External Events are defined as programs and activities organized by individuals, groups, businesses, or organizations not
included in the organizational structure of the University. Examples include: weddings, receptions, charity events,
corporate meetings and events, youth camps, conferences, social activities, expositions, etc.
External Events require a contractual arrangement, along with proper proof of insurance, with the University.
II. Event Checklist
The checklist below should be used a guide for determining if your event is University Sponsored, Co-Sponsored or
External.
(T or F) This event would not take place elsewhere if it were not for Drexel University and the host employee and/or
department.
(T or F) This event is planned and promoted (from concept to execution), exclusively by a university employee
and/or department.
(T or F)
This event is paid for by a university department.
(T or F)
This event supports the University’s mission and objectives.
(T or F) The majority of attendees are of the Drexel University community (faculty, staff, and students).
(T or F)
There is no registration or other fee associated with participating in this event.
A University Sponsored event is one where all of the above statements are true.
In cases where an event is initiated externally and furthers the specific academic or institutional aims of an
academic or service department, the department may act as Co Sponsor of the conference or event. There are
established guidelines for departments to follow so that co-sponsorship may be recognized. The University
embraces co-sponsorship because of the valued contribution the event makes to the academic and institutional
aims of Drexel University as well as the community at large. Co-sponsored events receive a discounted rental
fee off meeting space and departmental service pricing.
In order to be eligible for co-sponsored rates a department shall agree to, affirm, and abide by the following
guidelines:
•
The academic or institutional aims are in accordance with and furthered by the activity planned by the nonUniversity primary sponsor.
•
The department must assist in the planning, implementation, and follow up of the event through the use of
departmental personnel or resources.
•
A member of the department must be on-site for the event.
•
The department agrees to provide their account number for the charges associated with the event, and will
work with the external entity to receive any payment reimbursements.
PLEASE NOTE: Both events classified as External or Co-sponsored MUST complete a Facilities Usage
Agreement establishing the terms of the partnership with the university and the external entity and
provide the appropriate insurance requirements, mandated by Drexel University’s Office of General
Counsel and Risk Management.
Registered Student Groups and University Departments may not reserve space for other organizations to
provide access to University property or for the purpose of lower rates. The organization or department who
holds the reservation must be primarily responsible for planning, implementing, and financing the event.
III. Event Planning Guide
Please use the following timeline as a guide for University-Sponsored or University Co-Sponsored Events.
Suggested Time
Frame
Action Item
1-6 months prior to
event
1-6 months prior to
event
3 months prior to
event
Check space availability and make a reservation online using the Campus
Reservation System: http://ems.drexel.edu/
Review Rates for Set up, Break down, furniture rental, custodial, electrician.
http://www.drexel.edu/dbs/eventConference/eventServices/departments/rates/
Place catering order with Chestnut Street Caterers by emailing cad@drexel.edu. Be
sure to reference your reservation number, which is on the confirmation that you
receive from the Event & Conference Services Office.
Book any Audio Visual Support needed by filling out the DUST Request Form
located online:
http://www.drexel.edu/dbs/eventConference/eventServices/departments/forms/
If you plan to have alcohol at your event, fill out the Departmental Application for
Alcohol/Release Form located online:
http://www.drexel.edu/dbs/eventConference/eventServices/departments/forms/
3 months prior to
event
3 months prior to
event
IV. Summer Conference Housing
The Office of Event & Conference Services also provides summer-term conference housing and meeting space
rentals, including sleeping accommodations for up to 2,000 people.
Traditional and apartment-style rooms are available to groups seeking short and long term housing during the
summer term. Each room has a self-regulating air conditioning unit. All of our halls include kitchens, laundry
rooms, vending areas, and Front Desk Security, 24 hours a day, 7 days a week. The comfortable lounges are
perfect for informal gatherings and indoor recreation areas provide entertainment such as table tennis, pool
table, and television. The 2015 Conference Season runs from June 22 to September 4, 2015.
Housing Accommodation Overview
Traditional
Two extra-long twin beds, two bureaus, two
desks and two closets/wardrobes, one lighting
source
Community kitchen and bathroom facilities
on each floor
Laundry facilities, lounges, and multipurpose
rooms.
Traditional buildings are:
-Calhoun, Kelly, Millennium, Myers and
Towers Halls
Apartment-style/Suites
Two or three bedrooms. Each bedroom has two extra-long twin
beds, two bureaus, two desks and two closets/wardrobes, one
lighting source
Includes a private living room, full bathroom and kitchenette
(full sized refrigerator, freezer, sink, cabinets). Full kitchens
are located on each floor.
Lounges, recreation room and large common area for each
building
Suite buildings are:
Caneris, North and Van Rensselaer Halls and Race Street
Residences
Other Residential Hall Features:
•
•
•
•
•
Individuals who prefer privacy may book any of the above rooms as single-occupancy for a slightly
higher charge.
Special accommodations can be made for guests with disabilities.
Linen service includes 2 towels, washcloth, sheets, pillow and blanket and is available for a small fee.
Each conference building is staffed 24 hours a day.
Linen Packets are available for an additional $15/week per person and include: 1 pillow, 1 pillowcase, 2
flat sheets, 1 summer weight blanket, 2 bath towels and 1 washcloth
The summer conference reservations and request process is handled differently for Drexel University Sponsored
and Non-University/External. To book summer conference housing and space
•
•
Drexel University Sponsored Groups are asked to sign the Departmental Housing Request Form, which
is located online at: http://www.drexel.edu/dbs/eventConference/conferenceCenter/forms/ This form
outlines all aspects of the summer conference request, from housing, linen, check in and check out, etc.
Non-University/External groups are required to contact the Office of Conference Services to discuss
their summer conference request. All external users are required to sign a contract with the University
and provide proof of insurance as well.
V. Contact Information and Additional Resources
To support the needs of your event or conference below you will find contact details for additional resources
and information.
Department
Chestnut Street
Catering
Drexel University
Student Technicians
(DUST) - for Audio
Visual Support
Contact Information
Chestnut Street Caterers offers a full range of catering services to departments,
student organizations, campus events, and individual members of the Drexel
community on the University City Main Campus and Queen Lane Medical
Campus.
Phone: 215-895-6934
Email: chestnutstreetcaterers@drexel.edu
Webpage: www.chestnutstreetcaterers.com
The Event & Conference Services Office hires and trains a group of Drexel
University students to assist with audio visual support for University City
Main Campus events. Any organization that has an event on the University
City Main Campus can utilize this audio-visual support service at a fraction of
the cost of hiring an external sound company.
Phone: 215-895-1330
Email:dusttech@drexel.edu
Webpage: http://www.drexel.edu/dbs/eventConference/