HUB-Robeson Center
Event Management
Policy
HUB-ROBESON CENTER EVENT MANAGEMENT POLICIES
ORGANIZATION AND/OR PARTICIPANT CONDUCT ........................................................................ 2
FACILITY GUIDELINES ...................................................................................................................... 3
FOOD AND DRINK POLICY ............................................................................................................... 4
Internal Providers ........................................................................................................................ 4
External Providers ....................................................................................................................... 5
CANCELLATION POLICY ................................................................................................................... 6
Recognized Student Organizations ............................................................................................. 6
University Departments and Others ........................................................................................... 8
MEETING SPACE POLICY.................................................................................................................. 9
EVENT SPACE POLICY .................................................................................................................... 10
INFORMATION TABLE POLICY ....................................................................................................... 11
Ground Floor Tables .................................................................................................................. 12
First Floor Philanthropic Tables................................................................................................. 12
BANNER SPACE POLICY ................................................................................................................. 13
Banner locations........................................................................................................................ 14
DISPLAY CASE POLICY .................................................................................................................... 14
HUB-ROBESON CENTER LOUNGE POLICY ..................................................................................... 15
SOCIAL EVENT & LATE NIGHT POLICY ........................................................................................... 16
Program Registration Process ............................................................................................... 16
Event Entry & Re-Entry .......................................................................................................... 18
Behavior ................................................................................................................................. 19
RESERVABLE OUTDOOR SPACES ................................................................................................... 20
Outdoor Space Use Guidelines.................................................................................................. 20
ORGANIZATION AND/OR PARTICIPANT CONDUCT
All programs should be conducted in such a manner as to not be disruptive to others via
excessive noise, offensive material, etc.
All materials including food, drink, trash, or leftover supplies must be removed from the room
or placed into the recycling containers provided. Failure to do so will result in additional charges
to your organization for cleanup time.
Some events may require Police Services to be on duty for the duration of the event. Union
and Student Activities reserves the right to make this determination. Charges will apply.
The HUB-Robeson Center is not responsible for any losses or injuries suffered by any persons as
a result of activities sponsored by the reserving organization. These incidents should be
reported to the Information Desk immediately.
The HUB-Robeson Center is designated as smoke and alcohol free.
Violations of any HUB-Robeson Center policies may result in the loss of scheduling privileges,
additional charges, referral to the Student Organization Conduct Committee, or all three.
FACILITY GUIDELINES
Storage space is not available. The HUB-Robeson Center staff is not responsible for any
materials or equipment left in the building overnight, during breaks, or after events.
HUB-Robeson Center furniture and equipment must be set up and/or moved by Union and
Student Activities, HUB-Robeson Center Technical Service staff only; customers are not
permitted to do it themselves. Charges will be assessed to organizations that move furniture in
meeting rooms and/or in event spaces.
Room set-up details and AV needs must be provided to the Event Management Office at least
seven (7) academic days prior to the event date.
Decorations, signs, handbills and other materials must not be attached to walls, windows,
doors, painted or papered surfaces.
Fliers and handbills may be posted on the general purpose bulletin boards providing they follow
University guidelines for posting.
Handbills, fliers, notices, etc. may only be distributed from the HUB-Robeson Center
Information Tables with an approved reservation. Notices, fliers, handbills, etc. may not be
distributed on the tables, chairs, window ledges, etc. in the facility. Fliers promoting
Recognized Student Organization (RSO’s) events that have been properly registered with
Student Activities may be handed out by members of the organization standing at either the
top or bottom of the Grand Staircase and the Monumental Staircase.
Posters, signs, banners, etc. may only be displayed inside of the HUB-Robeson Center in areas
approved by Event Management.
University Policy prohibits the use of candles or any type of open flame.
In considering the assignment of space, University funding, or the approval of publicity for
activities involving sexually explicit or graphically violent material, consideration shall be given
to general standards of decency and respect for the diverse beliefs of members of the
University community.
FOOD AND DRINK POLICY
Organizations wishing to serve/sell/giveaway food within the duration of any confirmed
reservation in the HUB-Robeson Center are required to complete a Food Waiver Form. Forms
can be obtained from the Event Management Office 125 HUB-Robeson Center or online at
http://studentaffairs.psu.edu/hub/eventmanagement/ServingFoodPolicies.shtml. Completed
forms must be returned to the Event Management Office at least seven (7) academic days prior
to the event date.
When food is provided by a caterer, or purchased from a restaurant to be brought in by the
customer, the food provider must be on the University Approved Caterers list found at
http://controller.psu.edu/risk-management/vendors/caterers. A completed Food Waiver form
is also required.
Food can only be served in accordance with University Policy "AD26 SALE OF FOOD AND
BEVERAGES AT UNIVERSITY LOCATIONS."
Because of the ongoing concern regarding the safe and proper handling of food products, food
served at events will be limited to:

Products prepared by an approved vendor or University Food Services;

Products that do not require refrigeration;

Products that are prepackaged for resale;
No home-prepared foods may be served.
Internal Providers
At University Park, student organizations can contact Campus Catering to provide on-campus
catering support. Campus Catering will work with each student group to determine the most
effective way to coordinate an activity where food is being served.
External Providers
External Food Vendors must be on the University Approved Caterers List
(https://controller.psu.edu/risk-management/vendors/caterers) which is maintained by the
Office of Risk Management.
For questions and information on insurance requirements and/or to be added to the list,
contact the Office of Risk Management, located in 523 Rider Building, 865-6307 (FAX: 8654029), https://controller.psu.edu/risk-management.
Freeman Auditorium Food Policy
Food/Beverage is not permitted in the Freeman Auditorium, located in the HUB-Robeson
Center. The HUB-Robeson Center reserves the right to charge additional fees for cleaning when
food waste, trash, and spills are found in the Freeman Auditorium following your event.
CANCELLATION POLICY
Recognized Student Organizations
Meeting Space
The Event Management Office must be notified in person at office 125 HUB-Robeson Center, by
phone at 814-865-7973, or by email at hubevents@psu.edu, of any room cancellation of
confirmed reservations no later than 48 hours before the meeting, or by noon on Friday for a
weekend event. Failure to cancel 3 meetings during a semester may result in the loss of future
reservation privileges and/or referral to the Student Organization Conduct Committee (SOCC).
Event Space
The Event Management Office must be notified in person at office 125 HUB-Robeson Center, by
phone at 814-865-7973, or by email at hubevents@psu.edu, of any cancellation of event
reservations no later than 10 academic days before the event. Failure to cancel the event by
this deadline will result in a $75 late cancellation fee. Failure to cancel 3 events during the
academic year may result in the loss of future reservation privileges and/or referral to the
SOCC. If the event is funded by the University Park Allocation Committee (UPAC), it must be
canceled directly with both UPAC and HUB-Robeson Event Management.
Meeting Room No Show Policy
In the event a student organization has reserved a meeting space in the HUB-Robeson Center
through the Event Management Office and decides to cancel the meeting, the following
procedure must be followed:
Student organizations can cancel their reservation for any date 24 hours prior to the meeting,
or by noon on Friday for a weekend event, to keep from being listed as a no-show with possible
penalties. Cancellations can be processed in person at office 125 HUB-Robeson Center, by
phone at 814-865-7973, or by email at hubevents@psu.edu.
Weekly, bi-weekly or monthly meetings:
1. A regularly scheduled weekly, bi-weekly, or monthly meeting:
a. After the first missed meeting, an e-mail will be sent by the Event Management Office to
the president and advisor of the organization that this is the first warning about reserving
space and not utilizing it. The organization is advised if a second consecutive meeting is
missed, the organization will lose the balance of their reservation for that semester.
b. After a second consecutive missed meeting, an e-mail and letter will be sent by the Event
Management Office to the president and advisor informing the organization they have
lost the balance of their reservation for that semester.
c. If the same student organization has 2 consecutive no-shows the following semester,
then that organization would lose their right to reserve HUB-Robeson Center space for
the following calendar year.
d. Student organizations that have 4 non-consecutive no-shows during a semester will lose
the balance of their reservation.
e. If the same student organization has 4 non-consecutive no-shows the following semester,
then that organization would lose their right to reserve HUB-Robeson Center space for
the following calendar year.
2. Reservations for single meetings, sub-committee meetings:
a. If a student organization accrues 4 no-shows during a semester for single scheduled
meetings, the organization would lose their right to use the HUB-Robeson Center space
for the following semester.
Any student organization that loses their right to reserve HUB-Robeson Center space will be
referred to the Student Organization Conduct Committee. Under special circumstances, they
may be granted HUB-Robeson Center space usage again. If a student organization loses their
right to HUB-Robeson Center space usage, they will still be able to reserve academic space.
Non-Payment Policies for RSOs
If costs are incurred for use of space, an e-mail will be sent to your treasurer and event
coordinator to inform them an invoice has been processed and arrangements must be made by
the treasurer for payment. The treasurer will need to come to office 241C HUB-Robeson
Center to sign off on the invoice and make sure sufficient funds are available in the
organization’s ASA account. Payment is required within 30 calendar days after the e-mail
notification. Payments not made within 30 days will result in an additional 10% late fee charge.
Payments not received within 60 calendar days after the e-mail notification may result in loss of
future room reservation privileges and may also result in the cancellation of existing
reservations.
Student organizations who do not make payment within 180 calendar days may have their ASA
account ‘frozen’ and may lose the ability to request UPAC funds until payment is made.
Student organizations may also be referred to the SOCC for further review and action.
The Budget and Finance Office reserves the right to have the Senior Director, Union and
Student Activities, sign off on any unpaid bills at the end of spring semester providing that
sufficient funds are available in the organization’s ASA account.
Outstanding Invoices
Organizations with outstanding invoices may not reserve HUB-Robeson Center event space.
Online reservation requests will receive the following memo:
“Because your organization has outstanding invoices in your ASA account, your reservation will
be placed on HOLD until the outstanding invoices are paid. If the invoices are not paid by the
deadline to confirm this reservation, it will be cancelled.”
University Departments and Others
Meeting Space
The Event Management Office must be notified of any room cancellation of confirmed
reservations no later than 48 hours before the meeting, or by noon on Friday for a weekend
event. Failure to cancel 3 meetings during a semester may result in the loss of future
reservation privileges. Cancellations may be processed in person at office 125 HUB-Robeson
Center, by phone at 814-865-7973, or by email at hubevents@psu.edu.
Event Space
The Event Management Office must be notified of any event cancellation no later than 10
academic days before the event. Failure to cancel the event by this deadline will result in a $75
late cancellation fee. Failure to cancel 3 events during the academic year may result in the loss
of future reservation privileges. Cancellations may be processed in person at office 125 HUBRobeson Center, by phone at 814-865-7973, or by email at hubevents@psu.edu.
MEETING SPACE POLICY
Reservations for HUB-Robeson Center meeting space can be made online
(https://reservations.psu.edu/virtualems) or in office 125 HUB-Robeson Center.
HUB-Robeson Center meeting space is subject to the HUB-Robeson Center Event Management
Policies for Organization Conduct, Facility Guidelines, Food & Drink, and Cancellation.
Reserved meeting rooms and Event Spaces confirmed by the Event Management Office can be
accessed only during the time the venue has been reserved. Customers needing pre and/or
post access time in addition to the event time must include this in the reserved time.
Special requests, i.e. additional furniture or audio/visual (A/V) needs, can be made during the
reservation process on EMS or in the Event Management office. Requests made within 24
hours of the meeting are not guaranteed.
A/V requests can be made during the reservation process on EMS or in the Event Management
office. These requests must be processed 48 hours in advance. Provisions will be made for last
minute requests but these are not guaranteed. Charges apply for most A/V requests.
Furniture may not be moved in HUB-Robeson Center meeting space. Requests to move
furniture may be directed to Union and Student Activities, HUB-Robeson Center Technical
Service staff but are not guaranteed.
Meeting space must be left in a clean and orderly fashion. Charges will be assessed if excessive
cleaning is required after a meeting.
EVENT SPACE POLICY
Reservations for event space can be made online (https://reservations.psu.edu/virtualems) or
in office 125 HUB-Robeson Center.
HUB-Robeson Center event space is subject to the HUB-Robeson Center Event Management
Policies for Organization Conduct, Facility Guidelines, Food & Drink, and Cancellation.
The Event Management office must be contacted 15 business days prior to the event to
schedule an appointment to discuss event setup and Audio/Visual (A/V) needs. If the setup is
not completed 7 business days in advance, the event will be cancelled and a $75.00 fee will be
assessed.
All event setups must be done by Union and Student Activities, HUB-Robeson Center Technical
Service Staff only. Customers are not permitted to move furniture or set up their own events.
This is a contractual agreement between Penn State and the local Teamsters Union that cannot
be violated.
Once a reservation is confirmed, with furniture setup and AV needs, additional charges may be
assessed for changes and/or additions to the setup.
Reserved meeting rooms and event spaces confirmed by the Event Management Office can be
accessed only during the time the venue has been reserved. Customers needing pre and/or
post access time in addition to the event time must include this in the reserved time.
Reservations may not be made in multiple venues as place-holders for one event. The HUBRobeson Center Event Management office will cancel all reservations upon discovering event
place-holders.
INFORMATION TABLE POLICY
The HUB-Robeson Center provides information tables for Registered Student Organizations and
University Departments for education, fundraising, and promotion. Tables are available in two
different locations, depending on the nature of your activity. Reservations for table space can
be made online (https://reservations.psu.edu/virtualems) or by completing a form in office 125
HUB-Robeson Center.
Information Table Usage Guidelines
Two chairs are provided for each table. Do not remove chairs from the dining tables to
supplement seating. Sitting or standing on tables is prohibited.
No posters or banners are permitted to be hung on walls or columns. A banner or sign may be
placed on the front of the table as long as it does not exceed the width of the table.
Due to the amount of pedestrian traffic, persons must stay behind their assigned table. Easels
may be used, but must be placed directly behind the table.
If sound of any kind is necessary, volume must be kept to a speaking level and cannot distract
others around you, i.e. other tables and customers in the building.
When collecting funds, a cash box must be picked up at the Associated Student Activities (ASA)
office and the money must be deposited in the organizations ASA account on a daily basis. ASA
is located in office 240 HUB-Robeson Center.
State Law prohibits the sale of raffle tickets without a valid "Small Games of Chance" permit,
which may be issued by Centre County for a fee. Permit and fee information can be obtained
from the Centre County Treasurers Office or in office 125 HUB-Robeson Center.
Tables must be used by the organization(s) that reserved them. At least one member of the
organization(s) responsible for the reservation must be at the table at all times throughout the
duration of the reservation.
Ground Floor Tables
There are nine tables that are located on the Ground Floor of the HUB-Robeson Center to
promote general information about your organization or events.
These tables can be reserved Monday through Friday, 8:00am to 5:00pm.
Ground Floor tables can be reserved for up to 5 consecutive academic days. If a table is
reserved for 5 consecutive academic days, the next reservation must be at least 6 academic
days later.
Tables can be reserved from 2 to 45 calendar days out at
https://reservations.psu.edu/virtualems/ or through the Event Management office, 125 HUBRobeson Center. Reservations for tables available within 48 hours can only be made in office
125 HUB-Robeson Center and will be limited in scope.
First Floor Philanthropic Tables
Tables are available on the first floor of the HUB-Robeson Center when the primary use is
philanthropic in nature and all proceeds collected are going to a charitable non-profit
organization. These tables are also available to promote University wide or nationally
recognized events. (i.e. Pink Ribbon Campaign).
Philanthropic tables can be reserved for up to 5 consecutive academic days. If a table is
reserved for 5 consecutive academic days, the next reservation must be at least 6 academic
days later.
Tables can be reserved from 5 to 25 calendar days out at
https://reservations.psu.edu/virtualems/ or through the Event Management office, 125 HUBRobeson Center. Reservations for tables available within 5 days can only be made in office 125
HUB-Robeson Center and will be limited in scope.
Tables available within 5 days may be reserved for non-philanthropic purposes with limited
scope. These reservations require approval by HUB-Robeson Center Event Management.
Bookstore Level Student Employment Opportunity Tables
The purpose of the Student Employment Opportunity Tables is to provide a location on campus
for area businesses to actively recruit and hire students for immediate part-time employment.
There are 3 tables located on the Bookstore Level in the Atrium area.
BANNER SPACE POLICY
Reservations for banner space can be made online at https://reservations.psu.edu/virtualems
or in office 125 HUB-Robeson Center.
There are 2 areas on the University Park Campus where Student Organizations and University
Departments may schedule time to hang banners. Those are located inside the HUB-Robeson
Center and outside the Osmond Building.
Banner reservations are limited to 5 times per customer per semester.
All banner spaces are reserved for one week at a time, from 8:00 am Monday to 7:59 am the
following Monday. Banners cannot be reserved for consecutive weeks in the same location. If
consecutive weeks are desired the banner must move from the HUB-Robeson Center to
Osmond or vice versa.
Reservations for the HUB-Robeson Center spaces may be made up to 2 calendar days prior to
hang date.
Reservations for Osmond Banner space must be made at least 3 weeks prior to hang date.
Registered Student Organizations can reserve Osmond Banner space online at
https://reservations.psu.edu/virtualems or in 125 HUB-Robeson Center. University
Departments must reserve Osmond Banner space online at
https://reservations.psu.edu/virtualems and submit an OPP work order to complete the
process. OPP will charge the department directly based on the specifications of the request. A
copy of the work order must be attached to the banner when dropped off at the HUB-Robeson
Center.
Banner Drop Off - For HUB-Robeson banner space, banners must be delivered to office 125
HUB-Robeson Center on the Friday prior to the reservation, by 5:00pm. For Osmond Banner
space the banner must be delivered to 125 HUB-Robeson Center on the Thursday prior to the
Monday reservation, by 5:00pm. Osmond Banner work orders will be canceled on Friday
morning for those banners which are not dropped off on Thursday.
Banner Pick Up - The organization reserving the space will be responsible for picking up their
banner in office 125 HUB-Robeson Center after its removal. If the banner is not picked up by
the Friday after it was removed, it will be discarded.
Banner locations
HUB-Robeson Center – First Floor on the handrails outside of the Noon-Time lounge. There are
three indoor spaces available.
Osmond Building - Across Pollock Road from the HUB-Robeson Center, hung from the wrought
iron railings over the main entryway. There are two spaces available.
Banner Specifications
Banners must be made of vinyl or cloth with grommets in the corners and along the top and
bottom, at least, every 36" of length. Banners cannot exceed 36"x 120".
The name of the registered student organizations or department must be prominently
displayed on all banners.
DISPLAY CASE POLICY
Reservations for Display Case space can be made online
(https://reservations.psu.edu/virtualems) or in office 125 HUB-Robeson Center.
Reservations begin at 10:00am Monday. The key for the display case can be picked up in 125
HUB-Robeson Center and must be returned once display is completed. If the case is empty
prior to 10am, your display may be set up in the case earlier that morning. Your reservation
ends at 9:00am the following Monday. Please remove your display by 9:00am to be available
for the next scheduled user. If your display is not removed by 9:00am, it may be removed by
the next scheduled user.
HUB-ROBESON CENTER LOUNGE POLICY
A number of HUB-Robeson Center lounge spaces may be reserved by contacting the HUB Event
Management office. Lounge requests will be handled on a case-by-case basis and are not
guaranteed.
An additional fee of $35.00/hour will be charged to all reservations using HUB-Robeson Center
public lounges when the event setup requires significant re-arrangement, removal, and
replacement of lounge furniture.
HUB-Robeson Center lounges are public areas. They are not appropriate for private events or
events that require a quiet environment.
Use of amplified sound must be approved by the HUB-Robeson Center Event Management
office.
SOCIAL EVENT & LATE NIGHT POLICY
Program Registration Process: All late night and social events taking place in the HUBRobeson Center are required to complete the program registration process. The registration
form should be completed at the time of venue reservation online at
https://reservations.psu.edu/virtualems/.
If there is an admission charge for a student organization sponsored event that is being held on
campus, then tickets are required and must be printed by the Union and Student Activities
Marketing Office 232 HUB-Robeson Center, usamarketing@psu.edu. There is no cost to student
organizations for the tickets. Ticket proofs will be sent within 2 business days of a ticket request
and then printed within 2 business days after the proof is approved by the student
organization.
A ticket accountability form must be completed in the Associated Student Activities (ASA) office
in 240 HUB-Robeson Center after the tickets are printed and prior to the selling of tickets. All
money collected from ticket sales and remaining tickets must be returned to ASA immediately
following the event. If multiple deposits are being made, students should let the ASA staff know
they have a ticket accountability form on file so the deposits will account for the appropriate
impact fees.
At the conclusion of an event that takes place after hours, funds must be deposited into the
ASA drop box, outside of office 240 HUB Robeson Center, using a fully executed deposit bag.
Deposit bags may be picked up at the ASA office or the HUB-Robeson Center Information Desk.
On the following business day a representative must report to the ASA office, with the deposit
bag receipt and all un-sold tickets, to complete the deposit process.
A pre-event meeting will be required and must be scheduled a minimum of 10 academic days
prior to the date of the event. This meeting will include the primary student organization
representatives, the student organization advisor(s), the appropriate facility staff of the venue
being used, and a representative from the police department. At this meeting the following will
be discussed:


The program type and details of the program;
The complete policy confirmation (including all security requirements);




The number of student organization members needed to serve as event staff;
The contact information for both the student organization and the facility manager to
contact on the day of the event in case of emergencies;
The decision about the designated cut off time for PSU student priority entrance and
guest admission;
Expectations/consequences
Students will sign the policy requirements form agreeing to adhere to the stated expectations
for the group prior to, during, and after the event.
Event Team Meeting: Thirty (30) minutes prior to doors opening, a team meeting of all those
working the event will be held. Included in this meeting will be all student organization
members working the event, the organization advisor(s), all uniformed and auxiliary officers
working the event, and all facility staff working the event. Review of facility lay-out, crowd
control protocol, crowd behavior protocol, and event staff placement/roles/duties will be
covered.
Organization Representatives/Event Staffing: Both the advisor(s) and all students working the
event, as established at the pre-event meeting, must be present throughout the duration of the
event, including set-up and tear down of the event. An “Advisor” can be defined as the official
organization advisor or a designated advisor (faculty/staff/grad assistant). The person must be
willing to participate throughout the entire process including pre-event meeting, event day, and
any post event meetings.
Security: Uniformed officers and auxiliary officers will be required from one half hour prior to
doors opening to at least one half hour after the event. For Heritage Hall events, two Penn
State Officers and two Auxiliary Officers will be required. For Alumni Hall events, four Penn
State Officers and four Auxiliary Officers will be required. Exceptions will be made at the
discretion of University Police Services.
A Perimeter Structure will be established that will allow a larger roped off event area (inclusive
of bathrooms) and an entrance that is away from the doors of each venue. There will be two
perimeter levels for events depending on size of audience (large perimeter and small
perimeter). A diagram is available for view for both Heritage Hall and Alumni Hall.
Event Entry & Re-Entry
Admission to the event will be paid at a table outside of the perimeter structure and a ticket or
a wristband ticket will be issued for the event.
If tickets are sold, the ticket will be exchanged for a wristband and the wristband will serve as
entrance to the event. If wristband tickets are sold, the wristband must be secured to the
purchaser’s arm at the time of purchase. Only a certain number of tickets and/or wristbands
will be sold based on setup in the venue and fire code regulations. When a student/guest exits
the event, the wristband will be removed and there will be no re-entry unless another ticket
and/or wristband ticket is purchased and only if the event is not sold out.
PSU Students will be required to show a valid student ID and are given priority to all campus
events. In their communication with bands/entertainers student programmers should make
explicit the PSU student priority for entrance at PSU events. A verbal request should be made
for entertainers to include this statement in the publicity that they distribute themselves.
There will be no re-entry for special events (i.e. Homecoming, Blue & White Weekend, etc.).
Re-entry will be available for regular weekends if agreed upon at pre-event meeting.
All publicity distributed by student organizations should state policies on IDs, guest policies, etc.
Student Guests
A Penn State student may be accompanied by one (1) guest. All guests will be required to show
a valid ID and sign their name to a guest list. A ticket and/or wristband ticket will also be
distributed to a guest and the same entrance and exit policies apply.
There will be a separate guest line to allow the quick entrance/processing of PSU students and
to assist with order at the entrance of each event.
University student sign in: Penn State students must accompany their guest at all times and
must sign their guest in with their name as a host. The guest list must be kept on file for two (2)
weeks after the event with the facility manager.
Beverages
No beverages will be allowed inside the designated event perimeter. Water fountains are
available within the event perimeters.
If alcohol is seen and/or confiscated by the uniformed officers or any member of the event
team, the decision to shut down an event or how to handle problems should they arise will be
handled collectively by the event team. If any alcohol is confiscated by the sponsoring
organization, it must be turned over to the officers at the time of confiscation.
Behavior
Behavior expectations, ID and guest requirements, and entrance policies will be posted at all
events outside the venue doors in a highly visible area.
The sponsoring organization is responsible for the behavior of all attendees and guests and
adhering to these policies. Consequences of any breach to this agreement may include
cancellation of future events, loss of reservation privileges, financial repayment of damages,
and referral to the relevant university judicial body.
A post event meeting by the entire event team will occur if deemed necessary by any member
of the event team (students, staff, police).
RESERVABLE OUTDOOR SPACES
There are twelve areas in which Registered Student Organizations, or a group of ten or more
University students, faculty, or staff, may reserve. The following areas of the University Park
Campus have been designated as areas suitable for outdoor expressive activity per University
Policy AD-51.

Allen Street gate

Fisher plaza

HUB-Robeson Center - rear sidewalk pad (not the patio)

HUB-Robeson Center lawn

IST plaza

Northwest corner of Shortlidge Rd. and College Avenue

Old Main front patio

Osmond fountain area (after 5pm)

Palmer Art Museum plaza

Pattee Library Mall entrance plaza

Willard Building patio area between Willard and Obelisk

Willaman Gateway to the Life Sciences
Outdoor Space Use Guidelines
Registered Student Organizations, or a group of ten or more University students, faculty or
staff, may reserve any one of the locations identified above for the use of the group, subject to
the following:

A location may be reserved only between the hours of 8 a.m. and 5 p.m.

A group may reserve only one location for each day.

The same group may not reserve the same location for more than one day in each calendar
week.

The reservation must be requested at least 48 hours in advance of the proposed activity, or
by the Friday preceding a Sunday or Monday.

Reservations will be accepted in the order of request, unless considerations of format, size
and equitable distribution requires allocation of locations.

Registered student organizations and University groups have absolute priority in the event
of conflicting outside groups.

With a proper reservation, a group will have the exclusive use of the reserved location and
may not transfer the reservation to, or allow use of, the location by any other group.
In addition to other University policies and rules that generally apply to students, faculty, staff
and visitors, the following requirements specifically apply to expressive activities at outdoor
locations by individuals and groups:

Use of amplification equipment is prohibited.

Pedestrian or vehicular traffic must not be impeded in any fashion.
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Damage or destruction of property is prohibited.
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Hand-held signs are permitted, but flashing or rotating lights and illuminated signs are not.
Signs may not be placed on or affixed to the ground or structures.
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Papers, pamphlets, and similar material may be distributed in person.
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Placing or erecting structures of any size or material is prohibited.
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Tables may be used only in those areas designated for expressive activity.
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The use of tables must be stipulated at the time of reservation.
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The group reserving the space must provide their own table and chair(s).