Penn Engineering Events

Resources

Event Planning and Room Reservations

Penn Engineering provides event and meeting space for academic conferences, receptions, meetings, and other School-related events. The SEAS-Space department manages spaces where students, faculty, and staff gather for social and educational activities that support the mission of Penn Engineering.

See below for more information on how to request space whether you are a student, faculty or staff member, or someone outside our organization.

Quick Links

For Faculty and Staff

Reserve Now

For Students

Reserve Now

Non-Penn Engineering Requests

Email For Info

Reservation Process

Scheduling Priorities

Penn Engineering spaces are scheduled according to the following priorities:

  1. Academic courses and examinations
  2. Faculty recruitment seminars
  3. Traditional University and school-wide events
  4. TA office hours
  5. Other Penn Engineering-affiliated events

Traditional University events include New Student Orientation, Family Weekend, Homecoming, Alumni Weekend, Commencement, and Dean’s Office-sponsored events.

Important Scheduling Restrictions

  • Classrooms and auditoriums may be unavailable for reservation until the semester’s academic schedule is finalized.
  • Classrooms cannot be scheduled for special events during examination periods until the exam schedule is finalized.
  • Engineering-affiliated events take priority over non-Engineering requests.
  • Reservations are approved for one semester only and do not automatically carry over.
  • SEAS-Space may change or cancel a reservation when necessary to meet educational, research, or other institutional needs.

How to Reserve Space

  1. For course scheduling: Contact the Engineering Registrar at registrar@seas.upenn.edu.
  2. For meetings and events: Submit a request through Resource Scheduler.
  3. Need help using Resource Scheduler? View the Resource Scheduler training materials.

Academic Scheduling Time Fence

During academic scheduling, classrooms and auditoriums may have a “time fence” that prevents users from submitting requests. If you need to inquire about space during this period, contact seasspc@seas.upenn.edu.

Semester Renewals

Reservations may be made for one semester at a time. A new request must be submitted each semester.

Request Space in Resource Scheduler

How to Request Space

  1. View room availability in Resource Scheduler.
  2. Complete the Engineering Student Reservation Request Form.
  3. Student Life reviews the request.
  4. The appropriate space manager reviews the request.
  5. If both approvals are granted, the space manager adds the reservation to Resource Scheduler.
  6. The student receives confirmation that the reservation is finalized.

A request should not be considered confirmed until both approvals have been completed.

Student Organization Eligibility

Student organizations must be formally registered with:

  • ESAC for undergraduate organizations
  • GSEG for graduate organizations

TA Office Hours

TAs should use the office-hours form provided by their academic department. Do not submit a general student reservation request for TA office hours.

Planning Deadlines

Type of request Recommended lead time
Standard meeting or event At least two weeks
Large or complex event At least one month
Event involving minors or alcohol At least one month
Request submitted fewer than two business days in advance May be denied

Submit a Student Reservation Request

Penn-Affiliated Requestor

Individuals and groups outside Penn Engineering may contact seasspc@seas.upenn.edu to inquire about availability. Because Engineering spaces are in high demand, approval is not guaranteed.

Organizations Outside the University

Organizations that are not affiliated with the University of Pennsylvania should contact: University Hospitality Services

Spaces Not Scheduled by SEAS-Space

SEAS-Space does not schedule:

  • Towne 303, 305, 307, 309, 311, 315, and 319
  • Moore 212 and 216

The requestor is responsible for submitting the request to the appropriate University office.

Type of use Where to submit the request
Midterm exams, review sessions, academic departmental meetings Office of the University Registrar through the Infosilem Campus Portal
Special events University Life Space and Events through the Special Events Scheduling form

Visitor Information

Visitors attending events at Penn Engineering can browse a map of the Engineering complex, or access the University’s website, which provides extensive information for visitors on several related topics, such as transportation and parking, directions and accommodations.

University Visitor Information